INTRODUCTION

Welcome

- [Voiceover] Hi, I'm Dennis Taylor.In this course I'll show you howto use Excel 2016 more efficiently.Most
Excel users are under utilizing Excelbecause they're not aware of the manykeystrokes, shortcuts, and
techniquesthey could be using.Whether you need to create formulas quickly,split data into columns,
apply numeric formats,create charts in a flash, accelerate data entry chores,or just learn the top ten
shortcutsthat every Excel user should know,you can save time by learning some of the tipsin this
course.We've got a lot to cover, so let's get started.

Using the exercise files

- [Voiceover] If you have access tothe exercise files for this courseyou may want to store those fileson
your desktop as I have.If you're watching a movie in Chapter Three for example,you want to open the file
for Chapter Three,then follow along with me as we go todifferent worksheets within the file.

1- TOP 10 SHORTCUTS

Enter data or formulas in nonadjacent cells simultaneously

- [Voiceover] Although, it's easy to copy and paste data,and it certainly eliminates a lot of
drudgeryassociated with data entry,there are techniques for entering datain multiple locations
quickly,and sometimes it's in non-adjacent cells.Imagine I've got a sheet of paperwith a list of sales
across different cities here,and as I look at the list,I see that in these cells here,we need to put in a city
name,maybe it's going to be Boulder,and also farther down the list,though I could certainly type it
once,copy it to the other locations,but if we use the Control keyto select those locations first,and each
time you have to let goof the left mouse button as you do this,then type in the name,but don't press
Enter,press Control+Enter,and sometimes you've got a series here.Now, we could enter the name
here,maybe it's going to be Boston,it's going to be in these four cells.But, why not just highlight these
ahead of time,type Boston, Control+Enter.This works with numbers.It doesn't have to be in the same
column,doesn't have to be in the same row,or anything like that.We want to clean up the formatting
here,probably make all that bold or not bold.If it looks as ifthe two entries right here are going to be
50,and there's one over here that's going to be 50,so I've highlighted these,let go of the left mouse
button.With the Control key, highlight this cell,and there's another cell over herethat's going to have the
number 50 as well, too.So, each time we're letting go of the left mouse button,pointing to a different
location,and clicking.Type in 50, press Control+Enter.So, we can do this with numbers.We can do this
with text.We can also do it with formulas.I'd like to know the median of these numbers right here,as well
as all the others,and also the ones over here.Now, they happen to be in the same row,but even that's not
a requirement.Now, it certainly would be unusualto see these in different rows.But, I'll bring this down
just to make a point.What we're really about to do in each of these cells hereis tabulate totals from the
six cells above,and we might want to do the same thing over here,and if we do, let's highlight these,and
it makes no differencewhich group we highlight first.Maybe, I'll highlight these first.Drag across, let go of
the left mouse button,and now with the Control key, highlight these.I'm going to type the function that I
needas if I'm only concerned with cell B8.So, I'll type =median.I want to know the median of these
numbers.Left parenthesis.I'll highlight these cells right here.If I were to press Enter,I'd have the answer
only for column B.But, if I press Control+Enter,I'm going to get a medianfor every one of these columns
here,for those cells that are highlighted.So, over here for example, double clicking here,we see what's
going on.Same thing here.Easy to setup.Of course, it would have been more logicaland more sensible for
the data to be up here.We could certainly move it there.But, had the data looked like this from the
beginning,of course, we could have done the same sort of thingwe did when the data was rearranged
irregularly.So, any time we're putting in functions,or trying to do the same relative kind of thing,or in the
previous examples wherewe're trying to put in data in multiple locations,but not adjacent,we use the
Control key to select the areas first,we type the entry;whether it's text, or number, or formula,and we
don't press Enter.we press Control+Enter.That's a really time saving tool for data entry.

Copy data or formulas down a column instantly

- [Voiceover] We're looking at a worksheetcalled Employees.There's a formula in cell L-2,it's calculating

new compensationfor the number in cell K-2.And we wanna copy this formula down the column.Notice
there's an absolute reference here to cell N-1,that's the percent of increasethat everybody's going to
get.We wanna copy this down the column.Trying to do this by way of copy and pasteis gonna be very
lengthyand probably inaccurate too.Dragging from the lower right-hand corner is fine.If we had only
eight or 10 entriesthat would work beautifully.But we've got about 600 or so.I'll click on the cell to the
left,double-click the bottom edge there,down to row 742.So how do we copy this quickly down the
column?Simply double-click that fill handlein the lower right-hand cornerwhere we see the formula.It
gets copied all the way down the column.But are you sure?Then press Ctrl + period.Takes you down to
the bottom.If you're not sure that's the bottom,scroll a little bit beyond it, you'll see.Ctrl + period, brings
us right back up top.So, double-clicking the lower right-hand cornerallows us to copy a formula
downward,and, as we would hope, it adjuststhe cell references properly.It's up to you, of course, to
recognizethat we did need to have an absolute address hereso on creating the formula, you would make
surethat that cell, N-1, is an absolute reference,by typing in the dollar signs or pressingthe Function key
F4.Now, we can also use this fill-in feature for data.And sometimes, in an unusual way.What we really
need to have filled in hereare the months of the year.So I'm simply going to type January.I won't press
Enter, I'll press Ctrl + Enterso the act of cell doesn't move,and I'll simply double-click the lower right-hand
corner.Now, if this were normal text,it would simply repeat January over and over and over again.I'll just
double-click.There it is.If we need to fill in a rate, maybe it's not sure yet,we might type in a word.Could
be any word.If it's not a special word that's recognizedby way of special custom lists,we could make an
entry here,double click, and it just says pending.We'll fill it in later maybe.Same thing with tax rate over
here,maybe it's a number,everybody except for a feware going to have a 5% tax rate here.For the
moment we'll just fill that inwith that number, 5%, Ctrl + Enter.Double-click simply repeats it down the
column.And once again, if you're not sure abouthow deep that column is, Ctrl + period,Excel figures out
the extent of your adjacent data,only copies it down that far.Ctrl + period.So, an indispensable shortcut
in Excel,double-clicking the lower right-hand corner.Primarily of value with formulas, but as we see,you
can also use this with pure numbers,you can use it with special entries like days of the weekand months
of the year,or we can use it with simple text.It really helps us fill in data quickly and easily.

Instantly enter today's date or time

- [Voiceover] Anytime you need to type today's date,and some people do type it oftenduring the course
of a day,don't type it, use a keystroke shortcut,and certainly not an obvious one.Maybe I've got some
sale items here.I don't have anything else filled in.I'm gonna make Column Q wider,I'm gonna put in
some other dates,and one of these entries, maybe the first one,is going to be today's date.At the time of
this recording it's March 1st, 2016.I'm not gonna type that,I'm going to press Ctrl + ;.Puts in today's date,
it's really handy.That will not change, it's simply a shortcut for typing.If I wanted to put in a nearby date,I
might also press that same keystroke shortcut.It puts in today's date,but maybe I'll double-click right
here,I need to put in for example, the 12th.So it's easier than typing all those entries.Simply double-click
in there and make a change where needed.So it's easy to enter the date.In contrast with this, there's a
similar featurecalled Equal Today, a function,and as you type it you need to typeat least the left
parenthesis.You don't have to type a right parenthesis,Excel will do this for you.As you complete the
entry,it'll put in today's date as well.But this is different, because what this means is,at any given time, as
you're looking at this file,this will always be today's date, whenever that might be.If I close this file and
save it,and open it the following day,it's going to be March 2nd right here.This is the function called
Today.Remember, as you type it,=TODAY + ( + Enter, that completes it.If you need to put in the current
timeand you simply want it as a static entry,and we wouldn't be putting it in this columnso let's imagine
maybe we needed it over here somewhere,if you want to put in the current timeit's Ctrl + Shift + ;.At the
time of this recording right now, it's 3:28pm.That's the way it's displayed.That too is a shortcut for
typing,and by the way, if you were typing that,you would type three colon 28 space P,or you could type,
and some people prefer this style,15 colon 28 like that.Now, similar to entering today's date, by way of a
function,if you'd like to enter the date that way,type Equal + now.But it isn't quite the same because
what we get now,and we'll have to make the column wider,is the date and the time.Notice it's a minute
later, too.Now if we sit and stare at this nothing will happen,but if we do other things in the
worksheetand come back and look at this,it's not going to say 15:29 anymore.So here's the function
called Now.Not exactly a shortcut,but again this has value in other formulas.If you're looking for
shortcuts,this isn't necessarily the way to go.If you prefer to see this being displayed only as a time,you
can use the keystroke shortcut,it's Ctrl + Shift + @,but it displays the data in am/pm style.Which, if you
like it, fine, if not,you'll have to make a change by going to Format Cells.So, once again, a quick way to
enter today's dateis simply Ctrl + ;current time Ctrl + Shift + ;.Now it's 3:30, the time has changed.You see
how this is working.These are valuable tools, some peopleare finding themselves typing the current
datefrequently throughout the day,simply press Ctrl + ;.

Convert formulas to values with a simple drag

- [Voiceover] Sometimes you write formulas and functionsto clean up data, and sometimes there reaches
a pointwhen you no longer need the formulas.You simply want to keep the results of the formulas.On
this worksheet, called Salaries,we've got some data in Column A.It isn't looking so good.There are two
things we might want to do to clean it up.I'm going to right-click Column B, first of all,and insert a new
column,and what I'd like to be able to do is, first of all,not have all the letters be uppercase,and there's a
function for that, it's called Proper.There's another issue in here, though.We've got too many spaces,
leading spaces in Row 3 here,possibly some trailing spaces on some of these,too many inner spaces here
in Row 8, between the names,and this is a big list, so we want to clean them all up.There are two
functions we might use here.First of all, Proper is a functionthat simply capitalizes only lettersthat follow
punctuation, or space,or begin the actual entry,so, if we simply use this function by itself,I'll press
Control + Enter, the data looks like that,and that looks just great, but the space issue,which is not a
concern here, is going to be on the next one,so let's change this and use the function, Trim.We can put it
either in front of Proper,or in front of A2, doesn't make any difference.We do have to add additional
parentheses,both left and right,and I'll complete this with Control + Enter.I don't want the active cell to
move downward.I'll double-click and copy this down the column.That's the way I want the data to look,
no unwanted spaces,no unusual use of uppercase, so it looks great,but these are formulas,and they
depend upon the data in Column A.If we delete Column A,these formulas have nothing to refer to.If we
erase the data in Column A, same problem,so what do we do here?Here are the formulas that we want
to keep,but we don't want to keep the formulas themselves.We want to keep the results.Now, there are
multiple ways to do this,and the standard way is to copy this data,and, after copying it, go over here,and
then go to Paste Specialand paste just the values,but it's much, much simpler to highlight the data,and
this could be a huge list.With the right mouse button,I'm going to either drag from the top,the left or the
right, makes no difference.I'm going to drag from the top here,over on top of the old data.Remember,
I'm dragging with the right mouse button.As I let go of the right mouse button,Copy Here as Values
Only.Now, I always wanted to say,"Paste results of formulas here."Maybe that's not as clear as you might
want it to be even,but certainly clearer than this.Copy Here as Values Only?What do they mean?We're
going to take the results that we see in Column B,paste them into Column A, and what do we see
here,for example, in Cell A2?Exactly what we're seeing,Baker comma space Mark, nothing else, that's
it.We don't need this data any more.We don't even need Column B.Right-click and delete it.Now, another
scenario, doing something similar,could be over here, we've got formulas here.It could be we've reached
a time where we're going to adaptto the new salaries here.These are formulas.See the formula bar?See
it as we double-click here?I'm going to highlight all these,and, in effect, say, "Let's just keep these."We
don't need them as formulas any more."Now, what if we wanted to say something like,"Well, could we
somehow copy these to themselves?"In other words, can we turn Cell C2into 68,660 exactly?In other
words, maybe we don't want to copy theseand wipe out the old salaries just yet.We might want to hold
on to them,or it could be a situation where, maybe, it's early 2016,and we're saying, "Let's label this,
2015 Salary,"and label this, 2016 Salary," so we've got these formulas.Maybe we don't want to get rid of
the other ones over there,so we highlight the data, and we can use that same feature,dragging with the
right mouse button, but, this time,we're gonna drag right back on top of itself,so we can either drag right
left, or up down,or left right, makes no difference,but we've got to be holding down the right mouse
buttonas we point to the edge of the data,so here I'm holding down the right mouse button,dragging
rightward, and then leftward,letting go of the right mouse button,Copy Here as Values Only, so what's in
this cell right here?As I double-click, exactly 68,660, that's it.We copy these to themselves.Let me undo
that, Control + Z, do it again,slightly differently, just to show that we can do it,The data's highlighted.I'm
pointing to the top edge.Holding down the right mouse button,I'm going to drag up down.Up, down, let
go of the right mouse button,Copy Here as Values Only.There it is, and what do we see right here?Just
the data.We threw away the formulas, kept the results.I use this feature a lot,particularly when I'm
cleaning up data.It's invaluable, and it's really ease to use.Simple right drag, drag it elsewhere,right back
on top of itself, or into another column,and then we paste as Values Only.

Adjust all or selected column widths or row heights in a flash

- [Voiceover] Any time you needto adjust column widths and row heights,you can pretty much avoid
most of the menu commands,and use double clicking and dragging techniques.We're looking at a
worksheet called Employees.For whatever reason, it looks like the rows: 2, 3, 4, 5are taller than some of
the others.That's a concern.The columns might look okay,but it looks like someof our data in column C is
clipped off.If we want to make each column be wide enoughto handle everything in the column,and that
feature is sometimes called best fit,we can actually click in the upper left corner,and simply double click
any boundary between column letters.I'm about to double click, right here as I pointto the boundary
between columns A and B,between the letters, double click.The column widths are adjusted,and as we
scroll up and down,we can see all the content in each column.Now, I'm going to purposely make a
change this way.Anytime, a number column is too narrow,you're either going to see scientific notation,or
possibly pound signs,and people not familiar with that,and some people aren't, panic time,but we would
easily readjust theseby simply dragging across just these two,double click either here or there,makes no
difference.There could be times tooas you're looking at this data where you say,"Well, I want the rows to
all be the same."Click in the upper left corner,double click the boundary between any two rows.Now,
nothing seems to happened there.And what does that suggest?Possibly, there is other data in this
row,maybe off to the right of a different style.There's some bold print.Is this of a different font size?On
the Home tab, what do we see?This is 11 size font.Over here, it's 10 size font.That's strange, you'd think
it'd be the same.So, sometimes we need to click in the upper left corner,maybe make the font sizes all be
the same, for starters.11.That seems to have fixed everything.Just to make sure, okay.Click in the upper
left corner,double click a boundary,looks like everything is the same now.Now, sometimes you'll be
working with datalike what we're seeing over here over in column T.What if one of these columns was
wider?Now, possibly you made it widerbecause at one point you had a bigger number,or maybe just had
it that waybecause you wanted it to look that waybecause you had data below that you wanted to
see.Something like that.Sometimes, you might be saying something like this,"I'd like to make all these
columns here"be exactly the same width."Now, most of the time we don't care how wide a column is.If
you point to a column boundary,hold down the left mouse button,you see its width, 8.57, 65 pixels.Who
cares, really?But since all these are selected,if I drag this a little bit to the right,a little bit to the left
maybe,I'll say let's make it 69 pixels.I'm doing this for all six columns at the same time.They are all exactly
the same width.Now, if there has been other data below,and someone wasn't paying attention,or this
got copied from other locations,that columns too narrow,that columns too wide.Let's clean these all up
at once.Maybe work with this one, too.What if we say to all of these,let's make these all be that so called
best fit.Double click a boundary between any two letters,makes no difference which two letters.Just
double click,and now these are all the appropriate width.On the other hand,if we point to these January
through June entries,these are all 64 pixels.As we click here, 64.Column AA has a value that goes over
1,000.So, it's wider.It's 75 pixels, and nothing wrong with that,but if you wanted them all to be 75 pixels
wide,drag across here,simply take this entry,drag it to the right, drag it to the left, right back there,and
now all of those are the same width.I made them 76. Each one is 76.So, at different times you have that
need.Requires no use of commands.Just simple dragging and highlighting,double clicking, or dragging.If
we wanted this to be a little more readable,in fact, for printing purposes,we might want to consider
this,we could click in the upper left corner,and make all of the rows be taller.By clicking the upper left
corner,we are selecting the entire worksheet.We take any row boundary between the numbers,click and
drag,make that a bit taller maybe.All the rows are taller.A little more white space there,and possibly
that's going to look betterif we print it too,and sometimes it could be better toojust for visual
purposes.So, we can adjust row heights.Much more likely to adjust column widths,but we have the
capability of adjustingall column widths at once, so called best fit,or in those situations where we want
identical width,simply use the feature as we used it over here.Highlight the cells in question,drag a
boundary to a certain width,let go of the mouse,and all those columns are exactly the same width.Easy
to get to without commands.

Display all worksheet formulas instantly

- [Voiceover] Here's a worksheet called Formulas.Imagine if you're just looking at this for the first
time,you're trying to figure out what's going on.It's not well laid out.It's got some problems in terms of
design and coherence.You're trying to figure out where the formulas are,and there is a great shortcut for
exposing all formulas.It's by way of a keystroke shortcut.On the far right of the screen,you'll see a blue
box showing what's on one of your keys.On most keyboards, you'll find thisin the upper left-hand
corner,usually between Escape and Tab,to the left of the number one key.Now, symbol on top is usually
called tilde,and the other symbol is called an accent gravelike you see over certain letters in
French.Nevertheless, that key is important,and without using the Shift keybut using the Control key, if
you press Control,I'm going to call the key tilde, Control + ~,watch what happens on the screen.All
column widths are doubled,and more important, everywhere there's a formula,for example, over here in
cell E5, we see the formula.Down here in cell E13, and just to the left, and so on.All formulas are
exposed.Now, the reason the widths of the column are doubledis to give you a better opportunity to see
the formula.That's not foolproof because in some examples,maybe the formula's even wider than what
we're seeing here,but it's a great tool for troubleshooting,and you don't want to keep it in this state,
probably.Just press Control + ~ again.Now, this feature is the same as a button foundon the Formulas tab
in the ribbon.You'll see a button off to the right, Show Formulas.As you slide over that, the pop-up tip
below itrefers to that same key, but it refersto it in a different way, Control + `.It's so tiny, and it's easily
mistaken for the symbolthat some people call apostrophethat's often two letters to the rightof the letter
L on most keyboards.Nevertheless, if you've figured out which key it is,and I think you have by now,
probably,Control + ~ doubles the width of columnsas it exposes formulas or brings us back to
normal.And again, it's exactly the same as this button,the Show Formulas button.And when the
worksheet is looking like this,you might want to consider printing this.Before doing that, you probably
want to adjustall the column widths, and you can do this easilyby clicking in the upper left cornerand
simply double-clicking any column boundarybetween the column letters.For example, between columns
A and B, I'll double-click.And let's get a quick print preview here with Control + F2.There we are.It's
looking like that, and also, to make thismore readable, too, we probably wantto split it over two pages,
but something else to consideris over on the left side at the bottom,you'll see Page Setup.Before printing
this, you might want to goto the Sheet tab, show Gridlinesand possibly, also, Row and column
headings.Click OK.The view will change a bit.That probably will be readable enough.If not, possibly, you'll
split this over two pages,but it's a good source of documentationbecause we're seeing all the formulas
here.Escape, we're right back into the screen again.So Control + ~.If we have readjusted the column
widthsfor this particular process here of printing,then, when we press Control + ~ and go back to
normal,now, our columns are probably not wide enough.So click in the upper left-hand corner againto
select the entire worksheet,and once again, double-click a boundarybetween column letters to bring
back the data.So a useful tool for seeing all formulas in a worksheet,Control + ~, or the Show Formulas
buttonon the Formulas tab in the ribbon.

Create charts instantly with either of these keystroke shortcuts

- [Voiceover] Although Excel has many toolsfor creating charts,you can create a chart quicklyand totally
avoid the menu system.I liked to create a chart showing this data right here,somewhat like this chart to
the right,but maybe a different type.I've got my data highlighted.To create a chart on the current
worksheet,select the data you want to appear in a chartand simply press Alt + F oneand there is a chart,
right on the worksheet.If you'd like to have the chart on its own separate sheet,have your data
highlighted and simply press the F 11 key.You'll see the same kind of chart,but over on a separate
sheet.Notice the new sheet name at the bottom,it'll be on sheet called chart oneor if you have others,
chart two, chart three, so on.In both cases, you have all of the chart toolsavailable to you by way of the
design and format tabs.The charts for the moment look identicaland we can create the same kind of
chart in either location.Jumping back to chart data here.The default chart type by the way,is a column
chart.And we have seen that in both cases here,this is referred to as a clustered column chart.If you no
longer wish this to be the standard chartyou can, after clicking the chart,go to the design tab on the
ribbon,change chart type, and then simply right-clickon the chart type that you want to be the
default.Maybe you prefer a clustered bar chart, for example,I am going to go to bar here, there is
clustered baror maybe you prefer stacked bar.If you right-click one of these choices hereyou can set it as
the default chart.Just like that, click OK.Not only did I change this chart but from now on,until I make a
change again possibly,if I want to create a chart,maybe of just domestic and Europe this time,I got the
data highlighted, I'll press Alt + F one.This will be a clustered bar chartbecause that's now the default.It's
real easy to create charts,sometimes you create charts and get rid of them right away,you just want to
click visualto see how the data looks this way.Possibly, you'll use this in a presentation, possibly not,but
Alt + F one could hardly be faster.If you do have data that's surrounded by empty cellsas in this data
here, you can simply click in hereand create a chart without highlighting the data,and Excel with
automatically pick up this information.However, when you've got totals and detailthat usually doesn't
work so well.So for example, if we click in here I'll press Alt + F one,see what happens?It's showing the
totals in there on top of the other data,not so good.Delete that chart, simply press Delete key.So in
situations like this, if you did want to workwith the charts that way, it's gonna be even faster.You won't
even have to highlight the data,just click somewhere in here.Again, remember our default chart
type,since I just changed it, is stacked bar.So I'll press Alt + F one,and there is a stacked bar chartof the
data showing it properly.So great features, great shortcuts using Alt + F oneto create a chart on the
current worksheet,or the F 11 key to create a charton its own new separate sheet.

Display Print Preview instantly

- [Voiceover] Before printing a worksheet,it's always a good idea to get a Print Preview.But there's no
Print Preview button that's handy.Go to the Page Layout tab, you don't see anything there.Home tab,
you don't see anything there either.So, certainly one way to get a Print Previewis to go the File taband
choose Print,and we get an ideaof what our worksheet's likely to look like.Escape from here to go back
into Excel.Maybe you'll make some adjustments,and whether we're on the sample data sheetas I started
with here,or chart data sheet, formula sheet,any of these in this workbook,any time you want a quick
Print Preview,you can get there a bit faster with Control + F2.Quick look there,now maybe we've got
some workto do in terms of the layout.Maybe we'll go to Page Setup,make some other
changes.Sometimes you just want a quick look.Escape, back to normal.Oddly enough, there are two
other keystroke shortcutsthat do identically the same thing.So, in addition to Control + F2,you could use
Control + P.That takes us here this way.And again, same general idea,maybe you make some changesor
just give it a quick look.Escape.Maybe we'll go to a different worksheet.Control + P again.Do it that
way.And the third keystroke shortcut,you're unlikely to use itbecause it just involves more keys,Control +
Shift + F12.And I can't give you a good reason as towhy there are three different keystroke
shortcutsdoing the same thing,but that's the way it is.Escape.Keep in mind, too, in the Quick Access
Toolbar,if you click the rightmost button,the drop arrow, Customize Quick Access Toolbar,you will see a
choice, Print Preview and Print,and there it is.And although probably not fasterthan the keystroke
shortcut, it's handy.Click it, same general idea.You assess what's going on, maybe make some
changes,Escape to get right back into Excel.It's always advisable to get a quick Print Preview.Once again
maybe Control + P,or the other shortcut, Control + F2.Do notice, too, when you get the preview,look at
the bottom here.This says, for example, Page 1 of 115.I could start scrolling through here,and maybe
realize I've got one extra column on the rightor a few extra columns.I'm gonna do some redesign of the
worksheet, possibly,and consider what it is I really want to print,but always keep an eye on the bottom
there.I think everyone one of us probably has a story hereor there about having printed 85 pages of
nothingor something like that.So always do a Print Preview.And again, with those keystroke
shortcuts,Control + P, Control + F2,or Control + Shift + F12.

Undo, redo, and repeat with keystrokes

- [Voiceover] A really valuable feature in Excelis your ability to Undo an action.And not just your last
action,but possibly actions before that as far backas 100 actions.You can Undo up to 100 of your last
actions in Excel.And sometimes you'll change your mindand after having undone an action you might
want to Redo it.And these are available by way of keystroke shortcuts.I'm working with a worksheet here
called Formulasand I'm about to insert a new column tothe left of Column B.So I'll right click Column B
and Insert,but I mistakenly choose Delete.It's pretty obvious that's caused big problemsin Formulas
here.I surely don't want to continue herebefore I correct this.Ctrl z will Undo the action.Now I certainly
don't want to Redo it,but if I press Ctrl y,that will Undo the Undo.In this example here that would not bea
good use of it.Now keep in mind you also have an Undo buttonand a Redo button in your Quick Access
Toolbar.So at the top of the screen here if youwanted to reconsider here,we can click the drop arrow
here,and so we might want to Undo the Delete.There it is right there.Now, do we also want to go back
and adjustsome things we had done previously?Maybe even on different worksheets?Now as I slide
down here look at the very bottomof this pop-up you'll see Undo six Actions,10, 12, so on.I haven't done
a 100 Actions since I opened this file.I can only go back at the moment 34 Actions.It's highly unlikely you
want to go back very far.In my use of this feature over the years it seems likerarely have I gone over 10
Actions.Wanting to Undo them.There could be exceptions, of course, to that.It also gives you in kind of a
vague waya reminder of what you've been doing.Sometimes Row Height doesn't tell you a whole
lot.Format Cells doesn't tell you a whole lot either,but that's handy at times to see what you have been
doingand sometimes you do want to Undo recent Actions.Here I want to Undo the Delete.Now anytime
you Undo,it activates the Redo arrow.And here possibly, although right nowwe're seeing only one
option,we could be seeing many.So if I go back here and Undo these Actions as well,and that's five
different Actions,those Actions are stored in the Redo stackyou might say.So if you want to Undo the
Undo,then you do a Redo.Maybe that was a mistake to do all those.I want to Redo all of them except the
Delete.So we're back to here.Trying to explain this to others much of the timeis a daunting task and most
of the timewe don't have to do that.So it's kind of confusing at times.There's also good use of the
Undo,Redo capability together.I'm about to create a chart herewith this data right here.And I'll use a
shortcut from one of ourprevious Top Ten Tips, Alt F1 to create a chart.At first, I like this chart.I might
want to consider how it would appear thoughas a Bar Chart.I like that kind of chart at different times.So
I'll change the Chart Type and change it to Bar.Now I might chose Clustered Bar, Stacked Bar,maybe
Stacked Bar.I kind of like the look of that.Click it. There we are.Let's see it this way.And I'm saying to
myself, "Well, not quite as good"as I thought it was."I'll press Ctrl z to Undoand remind myself what it
looked likeas a Clustered Column Chart.On the other hand,I want to see the other one again.So now Ctrl
y.Ctrl z to Undo.Crtl y to Redoor Undo the Undo.However you want to say it.So that cycled going back
and forth in assessingtwo different views,sometimes it's handy.And sometimes you want to do thatwith
data as well.There's no question that there will be timesyou make a mistake,you delete some data and it
causes huge problems.Hopefully you catch it right away and you can Undo it.Ctrl z or the button up in
the Quick Access Toolbar.And if you want to Undo the Undo,it's Ctrl y.Valuable features as you work with
Excel.

Zoom in and out quickly

- [Voiceover] As you work with Excel data,there will be timeswhen you want to zoom in on the data,make
it larger on your screen,perhaps somebody's looking over your shoulderin the good sense and needsto
see this larger than it currently is.At other times, you might want to zoom backto see more of the
worksheet.And in the lower right-hand corner,there certainly is a standard way to do this.There's a slider
bar, and you've got to put the mouseright on that bar, move it left or rightto zoom in and out.And that's
reasonably fast.To the right you see a percentage number,usually you don't care about that too much,but
sometimes you use it as a reference pointto zoom in and zoom out.But you do have to position the
mouse.Now, with no concern whatsoeveras to where the mouse is pointing,even up on at the menu or
up at the very top of your screen,if you hold down the Ctrl key and use the mouse wheel,you will zoom
in or out as needed.Simply Ctrl with the mouse wheel.As you do this, in the extreme lower right-hand
corner,you will see a percent change.Occasionally you care about that.Most of the time you don't.Do
notice an oddity here, that some peopleoccasionally get worried about.If you zoom under 40%, you
don't see gridlines anymore.That's automatic. You can zoom as low as 10%or as high as 400%, zooming in
and out.And it's not as if you constantly do this,but as you're working with data,and you want things to
be clearor you just want to see more data, it's really handy.Again, we don't care where the mouse is
pointing,we've got the Ctrl key held down as weuse that mouse wheel back and forth.There are a couple
other aspects to zooming as well.In that lower right-hand corner,you'll notice on either side you'll see a
minus and a plus.Sometimes it's handy to click the minus there.I'm clicking it, notice that each click of
the minus herechanges the view by 50% downward,and each plus of course 10% upward.Although it's
not really criticalwhen you're holding down Ctrl and using the mouse wheel,if you keep an eye on that
percenteach time you use the button hereit's going to start rolling into15% increments or
decrements.Slight difference there in how it works.But I think most of the timeyou don't care about that
too much.There could be a situation where you were usinga certain percent view and you were familiar
with it,and it was ideal for the data you were working with.You might want to recreate that.That's
certainly possible too,by using Ctrl key and mouse, or the buttons.You can also go to the View tab in the
ribbonand there's a button here called 100%,zoom your document to 100%,sometimes you want to do
that.You can also zoom to selection.For example, on a different worksheet herecalled Chart Data, I'd like
to see this dataas large as it can be on the screen,perhaps with a total as well here.Zoom to selection.So
Excel does its best to make that data as large as it canand it zooms to a factor that makes sense for
that.In this case, it's 185%.And again, you usually don't careabout that percent too much.You can also
zoom this way,zoom to the level that's right for you,and pick a number here.Sometimes you know
specifically.I want it to be 200.Or you can type in here.Now this certainly isn't fast.If I somehow said,
"Well, I was using 145% yesterday,"I liked that," okay, you can certainly do this.It's highly unlikely you're
going to do that very often.I think most often, for zooming in and out,hold down Ctrl, use that mouse
wheel, zoom in, zoom out.Again, for the two major reasons,you wanna see more dataor you just wanna
see the data large and clear.
QUIZ

You create a chart with data in a worksheet, but you want the chart to appear in a separate
worksheet. How can you do this without using menu items?

 Highlight the data you want, and then select Alt + F1.

 Highlight the data you want, and then right-click and select Chart.

 Highlight the data you want, and then select Alt + F11.

You have a column of 300 cells starting at cell K2. Cell K2 references the formula in cell O1. How can
you most quickly copy the formula down through all of the cells?

 Double-click the fill handle in cell K2, provided you have an absolute reference in cell K2.

 Move your cursor to the fill handle in cell K2, and then drag to the bottom of the column.

 Double-click the fill handle in cell O1, provided you have an absolute reference in cell O1.

A colleague sends you an Excel worksheet. The worksheet is confusing, and you want to figure it out
by seeing all the formulas. What keyboard shortcut can you use?

 Ctrl + F

 Ctrl + ~

 Ctrl + C

2- RIBBON AND QUICK ACCESS TOOLBAR TIPS

Expand/collapse ribbon and fullscreen views

- [Voiceover] Sometimes when you're working with data,you're not concerned with any of the
commands of the menu.You might want to see more information on your screen.I've got a worksheet
here called HR List.I'm scrolling up and down seeing different records here.Maybe I'm using this on a
display system.I don't need to see the menu for a while,I'm not going to be using any commands.I might
be adjusting some column widths.We can do that manually, easily,without the ribbon menu
system.Anytime you'd like to see the icons removedfrom the screen, you've got the optionof pressing
Control F1.They disappear.To get them back, press Control F1.You can do this in a different way.No matter
which tab is active,say it's the home tab,you can double-click the home tab,what happens?It collapses
the ribbon, we still see the tabsbut the icons are missing.Double-click home, they're back.If you'd like to
go completely full screen,you might go to the View menu,and here you will not find a full page
icon.There used to be one, full screen icon,no longer there, but you can get the full screenwith Control
Shift F1.There we are full screen,now seeing 38 rows.I'll bring it back to normal,and now when we are
seeing the ribbon tabsand the icons, we're seeing 29 rows.It is a little strange at timesif you happen to
press Control F1,remember that keeps the tabs visible,but hides the icons,then if you press Control Shift
F1,you go to full screen,but now when you press Control Shift F1you won't come back to the regular
view,the standard view, you go back to the viewthat you just had entered when you pressedControl Shift
F1.So it gets a little confusing, maybe,but decide you're like to use more often,probably stick with that
one.But just keep in mind, either way,Control F1 to hide the icons only,Control Shift F1 to hide the entire
ribbon menu.And you can also do this with the buttonat the top of your screen on the right hand
side,you'll see a button right here, Ribbon Display Options,click it, Autohide the ribbon,that hides the
entire ribbon.That's equivalent to the full screen view.We can click again up here,it reactivates the
banner up the top,and we click here if we want to see just the tabs only.This is certainly not as fast as the
keystroke short-cuts,but it does offer perhaps a more coherent wayto approach it.And show tabs and
commands,this is the standard view that we typically see.So either these buttons here,back and forth,
trying options different ways.Once again, Control F1,just simply hide the icons but not the tabs.Tell F1 to
bring the display back to normal,Control Shift F1 to go full screnwith no ribbon or ribbon tabs.

Access ribbon commands with Alt key sequences

- [Voiceover] Excel has hundreds of keystroke combinations.It also has keystroke shortcut capabilitythat
you can more or less create on your own.If you hold down the ALT key for about a secondwhat pops up
on the screen?Letters next to each of the ribbon tabs.Now if I press the letter H right now you'll seehow
that's associated with the Home tab.Look what happens next.It activates either a two letter or a
numberor a single letter option for the choices thatare available on the Home tab.If we wanted to get to
some of these featuresby way of keystroke shortcuts, we can usethem with the ALT key.So for example,
as we're looking around herewe do see that here's the letter K next to comma.Now it'd be hard for us
help you remember that.It sounds like it could be a K, comma.But nevertheless how would we get here
to this feature?We would've pressed ALT, H, and then K.So let's suppose we'd like to format these
numbers hereas well as these over here.I'll highlight them all and I'll zoom in on theworksheet holding
down CTRL using the mouse wheel,zoom in a little bit.There we are.I'd like to make all these cells
become a format.I'll do it slowly the first time.Let's say I've kind of forgot the process.I hold down ALT
and press H for homeand now the option for comma is K.There it is.Looks like it did its job perfectly.If I
use that often or if I had been using itmanually, why not use the keystroke shortcut?So the idea here is
when you find yourselfusing certain command sequences oftengive it some thought as to how you
mightwant to use this ALT sequence.I'm going to write this down as it often is written.If you saved it as a
shortcut ALT and not with a plus keybecause that means hold down ALT as you click H.We can press ALT,
let go of ALT.and then press H so sometimes you'll see thislisted as ALT space H, K.Something like
that.Makes no difference how its written of course.It's how you're going to remember it.Maybe you'll
put it on one of those little stickiesand put it on your monitor but we can use it here.Now, what if we
wanted to do an average?And you find yourself often doing averagesfor a combination of different cells
like we've got here.Maybe we will want to do all of these at once.How do we get there?Once again, ALT
+ H.And what's the term for average here?We don't see that immediately but we've gotan AutoSum
button.There's U.If we were to click U right now and I willthat activates some other features.A, so that's
ALT, H, U, A.And I'll sort of write it down here by copying this.Now we can either put a comma in there or
not,makes no difference even though the letters sometimesare shown together.So ALT, H, U, A will
activate averages.So we want to do an average for all these cellsand all these cells over here too.ALT, H,
U, A.There we are.So again, it's up to you to recognize that feature.In other words, you're saying to
yourselfwell I would use that often.So write it down somewhere,remember how the process works.Keep
in mind, too, you're likely to forget a lotof these and the character that you use first isn't obvious.What
do you think would be the letter for formulas?If we hold down ALT, see it's not F, it's M.And for data its A,
and for review, R okay logical.View, W, the last letter there.So as you work with certain command
sequencesthink about the ones that you use most frequently.And consider the option of using the ALT
keyto get to that particular command sequence.And sometimes it will be faster and the more youuse
some of these, it's going to be a lotfaster than using the menu system by way of the mouse.

Adjust the Quick Access Toolbar

- [Voiceover] The Quick Access Toolbar appearsabove the ribbon menu system in the upperleft corner of
your screen.If you've just installed Excel, or if you'venot used this feature, you'll see three buttons in
it.The one to the left is a button for savenotice the keyboard shortcut there too.Next one is undo, it too
has a keystroke shortcut.And also to the right of that redofor the moment we can't use it.But you can
add buttons to this.And the general idea is this is for featuresthat you use frequently that you
alwayswant to have available.The Quick Access Toolbar can be changedin a number of different ways.The
right most button, the drop arrowgives us some choices.It might be convenient to have a file open
button hereso let's add open.Some of the other choices here you might consider as wellmaybe print
preview, that's another one.And if you do sorting a lot maybe ascendingsorting is more common you
might make that choice as well.And all we're doing here is putting additional buttonson the Quick Access
Toolbar.You can get the other commands and features as well.One way is to click this drop arrow
againand go to the bottom and see more commands.And this leads us in initially into a groupcalled
popular commands, lots of choices in here.If any one of these represents a featurethat you use
frequently you might want to consideradding it to the quick access toolbar.Now to the right we see
buttonsthese reflect what we've already donewith the Quick Access Toolbar.The top down order there
save,undo,redo,opencorresponds with the left to right orderof the buttons that are there.Now we might
want to add new file.There's a keystroke shortcut for this, but maybe you createthese often and you like
to have that icon.Here's new file, click it right here, then addand it too will appear in the Quick Access
Toolbar.It will be at the bottom of the list there.As we see it here it's top downbut as I said earlier, it's a
left to right orderso that would be the right most button if we click okay.You might want to consider
some other buttons as well.Here's a save as button that could come in handy.If you click that, add that as
well.And as you're looking at these tooyou might want to consider the order.Again, as we consider this
top down ordermaybe save as belongs right after save.So we'll click the up arrow to the right here.We're
moving this upward hereand that will mean moving it leftward in the display.There we are.Now, in
addition to popular commands,and there's about 30-40 of these.Click the drop arrow and possibly
considercommands not in the ribbon.And here we see quite a few more, maybe a few hundred.As you
scroll up and down, again be thinkingof features that you use frequently.And it would take you a long
time to really explore thisand this might not be the best way to consideradding new buttons, although
certainly not badand sometimes you know specificallya button that you do want to add.And believe it or
not there's a larger list.Hit the drop arrow again.How about all commands.And this just seems to go on,
and on, and on.I haven't really counted these,but I bet it's about a thousand or so.So lots of choices
there as well tooand some really obscure ones too involvingdifferent kinds of drawing tools
andtechniques, it just seems to go on forever.And there's another approach too.We can go to file tab,
home tab,we can see that the buttons are actuallycategorized by where they would appearin the ribbon
menu system.And the file tab which is a little bit differentthan the others never the less has some
choices here.You might want a button for close.There's close file, let's add that too.And you might want
to put that next to open, or after it.So if it appears up here, let's click the down arrow hereleave it
downward, maybe you want it right after open.Open and close and you can move it up oneand so on,
back and forth.So certainly different ways toget to features here.Let's click okay.And we've got a few
more buttons.Occasionally somebody asks mehow many buttons can you actually put up here?I think it's
actually unlimited.I was playing with this once and I added about 30 buttonsit took up most of top of the
screenand then off to the right there was another little indicatorout there and I pressed it and some
remaining buttonsappeared so I don't think that should be any kindof a goal to have more of these.The
general idea behind this should beI have a button that I need here, I use the featurefrequently, I don't
necessarily want to go throughthe menu system.And there's another way to approach all this as well
too.Suppose you're working with multiple files a lot.Now I've got one file open right nowif I want to open
another one, I do have a button up hereright there, you saw me add it earlier.New, I can press that or
cntrl +n.I've got a new file open hereand maybe I want another one open and I'll do it again.And now I've
got three.And at different times I want to go backto the other file that I was working withand the
command way is on the view tabswitch windows, maybe I'll go back to Chapter 2that I was working
with.Now if I've got three or four, or five files openand I frequently want to move back and forthI can
certainly go to the view tabbut why do I have to keep going thereto get to this button?Nothing really
wrong with that, but on the other handit takes some time.So with any button in the ribbon menu
systemno matter which tab it's on, you can right-click itand add it to the Quick Access Toolbar.And in a
certain sense, that might be the better approachas to how you approach using the actual Quick Access
Toolbarin other words you come to realize that a certain commandlet's say a certain button here, is
something you use oftenand you want it available no matter which tab is active.For many Excel users,
the home tab is active most often.But if I want to get to that feature that allows meto jump to other files
or see which other files are openif it's on the Quick Access ToolbarI don't have to go to the view tab.So
here's that other button and maybe I've copiedsome data or I wanna just jump overto the other
workbook, there it is.And again, be thinking of other buttons that you usefrequently, why not have them
available all the timesimply by right-clicking.I could do it with one of the buttons herein the charts group
here, or anything out heremaybe slicer is something you use a lot.Right-click and add it to the Quick
Access Toolbar.Over time maybe you'll realize that some of thesebuttons aren't used very often you
saywell I don't really need that up thereright-click and remove from Quick Access Toolbar.If you're
working on a computer that maybesomebody else has been using for a whileand there are a bunch of
buttons up there thatyou don't really need, and maybe lots of themyou could right-click, anywhere on
the Quick Access Toolbarcustomize the Quick Access Toolbar,and then in the right portion here down the
right hand sideyou'll see a button called reset only Quick Access Toolbar.Click that, click yes, and we're
down to the originalappearance right there, click okay.So there are lots of different choices here
forcontrolling what appears in the Quick Access Toolbarand what you might want to consider using
there.You got control over it.On the current worksheet, even though there's no datain it right now, I'm
seeing almost allof row 25 down there, but you can right-clickthe Quick Access Toolbar and show it
below the ribbon.Now the advantage is it's closer to the dataas we'll see here, but now I'm seeingjust
barely the 23rd row.So I've lost a couple of rows there.Sometimes that's important.But now the Quick
Access Toolbar, even thoughI've gotten rid of some of the buttonsand no matter how many buttons are
hereyou can put it below the ribbon, so that's a thought too.I think most people tend to keep this above
the ribbon,so I'll put it back there.Right-click and now showthe Quick Access Toolbar above the ribbon.So
it's a great feature, put the buttons therethat you need, the features thatyou use most often in the Quick
Access Toolbar.
QUIZ

You want to remove the icons from the ribbon so more data is displayed, but also keep the tabs. What
will happen if you select Ctrl + Shift + F1?

 You will go full screen, and both the icons and the tabs will disappear.

 The tabs will disappear, but the icons will remain visible.

 The icons will disappear, but the tabs will remain visible.

In this image, the small lettered boxes below the tabs provide additional keyboard shortcuts. How do
you get these boxes to appear?

 Select Alt + H.

 Hold down the Shift key.

 Hold down the Alt key.

Which selection in Quick Access Toolbar options provides the most items to select from?

 All Commands

 Popular Commands

 Commands Not in the Ribbon

Which selection in Quick Access Toolbar options provides the most items to select from?

 All Commands

 Popular Commands
  Commands Not in the Ribbon

3- DISPLAY SHORTCUTS

Create split screens and frozen titles in a flash

- [Voiceover] We're looking at a worksheetcalled Split Freeze.And in the ribbon menu system,if you go to
the view tab,you'll see a choice called freeze panes,and just to the right of that, split.Freeze panes is
probably the featureyou're more likely to use.Freeze a portion of the sheet to keep it visiblewhile you
scroll through the rest of the sheet.Now, in this worksheet,maybe it's one you haven't seen in a long
time,or maybe never.You're starting to scroll downwardto look at some of the data,and you realize that
row one is not there any more.And some of the data is pretty obviousas to what it might be, but not
everything.You'd like to see row one all the time.So with row one visible, and the active cell anywhere,we
can go to this feature,freeze panes, freeze top row.That's it. Scroll up and down.We always see row
one.And by the way, if we had three or four rowsup there that we wanted to see,we could do that
too.Although in this situation here, with this data,we wouldn't want to freeze probably anything
morethan that top row.If we no longer want the feature, we can unfreeze.If we open and close and save
this workbook frequently,we can keep the feature active all the time if we wish.But if we no longer wish
to use it,go to freeze panes, and unfreeze the panes.Now, in particularly wide worksheets,and maybe
this one,as we scroll left and right,we'd always like to know which person's data we're seeing,we might
want to freeze the left most column.So with that column visible, click anywhere,and then go to freeze
panes, freeze first column.There we are, now scrolling left and rightwe always see column A.We always
knows which person's data we're looking at.That could be valuable as well too.Let's unfreeze that.There
could be times, as I said,we could do with rows, we could do with columns.Maybe we always want to see
columns A, B, and C.Well, if we do, then we want to click in cell D one.Because we probably would
wantto see the top row as well there.We want to freeze everything to the left of this.So if we freeze
panes now and go to freeze panes,and that description here doesn't quite explainwhat we're about to
do,although it's not wrong,keep rows and columns visible while the restof the worksheet scrolls based
on current selection.When you choose freeze panes,everything to the left and above will be frozen.Well
there's nothing above this,so we're only freezing everything to the left.And now we can scroll left and
rightand always see columns A, B, and C.Once again, let's go back,and unfreeze.You might want to have a
two-way freeze.We want to scroll up and downand always see row one,we want to scroll left and
rightand always see column A.And here too, we might consider doing thatwith multiple rows and, or
multiple columnsat the same time.And the key is where you put the active cell.If I put the active cell in
cell B two,we're about to freeze everything aboveand to the left of it.If I want columns A and B always to
be visible,and row one, I'll put the active cell right here.So when you go to the freeze panes
option,you're about to freeze, if you use that first choice,everything above and to the left of the active
cell.Click it, and notice the visual.And we've seen this all alongalthough I didn't point it out earlier.When
you establish freezing,the row separators and the column separatorsare slightly darker.So the row
separator between one and two,if you look at it, slightly thicker than the other ones.Pretty subtle.And
the column boundary between column A and Bslightly darker than the other column boundaries.But
now we can scroll up and down,always see row one.And we can scroll left and right,and we can always
see column A.That's handy.Now, the other feature called splitis quite a bit different.Although there are
some similarities.And it's not necessarily incompatible with freeze panes,but I want to show it to you
without any paneshaving been frozen.Let's go to freeze panes and unfreeze them.First of all, if you're not
sure what the feature means,when you slide over it, it sounds descriptive, and it is.Divide the window
into different panesthat each scroll separately.Now, I might have the active cellin the middle of the
screen,sometimes I do, sometimes I don't.Maybe I've never seen the feature and I click split.It splits the
screen in two waysand it actually divides the screeninto four separate quadrants.And on the right hand
side,you'll see scroll bars above and below.And at the bottom, you'll see scroll barsto the left and to the
right.Now, I think this is almost a recipe for confusion.I'm gonna click split again and get rid of it.But let's
suppose I'd like to split the screenroughly top, bottom, 50, 50.I want to be able to see, for example,some
of the data from rows 7, 8, 9, whatever,in the lower part of the screen,maybe I want to see data around
row 400.So, if I want to split the data just top, bottom,I'll click roughly halfway down the screen in
column A.And split, watch what happens.That's a horizontal split.There are two scroll bars on the right
hand side,only one on the bottom.So in the lower portion of the screen,roughly half, I'll scroll down,and
maybe I want to view that professional training group.That's another one of our training groupsthat's
down there somewhere.And there it is, around row 460 thereabouts, 465.And I also want to see some of
these admin training people,I want to see those two portions of the worksheetat the same time.Maybe
I'll scroll back a little bit.I can move this split line up and down as I wish,like that, I'm seeing different
portions of the screenat the same time.I think sometimes this is gonna be really useful.You could,
although I wouldn't recommend this,you could be doing this in a reverse kind of way,we could be seeing
the higher numbered rows on top,and then the lower numbered rows on the bottom.That would be a
little bit strange and oddbut you could certainly do that if you wanted to.I'm making a strong case for
saying that's a great display,but you see what's happening,rows 1, 2, 3, et cetera on the bottom
part,rows 468, whatever, on top and so on.If you no longer want to use this feature,double click it.Now,
before doing that,remember you can change the proportionsof the screens being viewed as well
too.Sometimes that is appropriate.You can get rid of the split by double clicking the lineor just clicking
the split button.So it's gone.At other times,you might want to split the screen left, right.And here too,
you want to scroll to the top,maybe you like to zoom in,maybe for display reasons and possibly if you've
gotmore columns in this worksheet.You might want to split the screen roughly 50, 50,left and right.So we
want to click on the top row.So I'm gonna click on cell E one,and now split.We've got a vertical split
only.And at the bottom of the screen,we can scroll left and righton either side, independently of the
other.And this too might look a little strange,but we've got employee names on the right side,that's
column A,and on the left hand sidewe're looking at years and benefits,that's columns H, I, J.So, it's
probably more likely when you're using thisthat you want to see some of the early columnsover here
maybe,and then on the other side,see some of the later columns.And of course, you could do this by
hiding columns too.But different approaches to the idea of splitting.Once again, we can move this left
and rightas we wish.And change the proportion of the screens that way.If we no longer want the
feature,either click split or double click the bar either way.The four way split, that's what we saw
earlier.Again, I think it's not very useful.There's one thing you can do with it.Now, before clicking on it,I
do want to point out if you click this button,the active cell controls where the split lines will appear.We're
about to see a split line above and to the leftof this cell.Split, there it is.Now, just to prove a point,and I
don't think it's a major point,if I click in the lower right quadrantof the four quadrants here,I'm gonna
press control + down arrow a few times.I'm down at the very last row of the worksheet.And then control
+ right arrow,that's the extreme lower right hand cornerof any worksheet.Column XFD, the rightmost
column,and that row 1048576.And in the upper left I'm seeing A one.If you can see those two
cells,conceivably you can see any two cells in an Excel worksheetat the same time.I think that's probably
not too importantfor most of us most of the time.You can move this split line around different ways.You
can scroll independently as we've seenin any of these quadrants.I just think it's kinda confusingwhen
you've got a four way split.But splitting left, right or top, bottomI think often makes sense.So, again,
kinda recapping quickly here,although the split feature has its merits,and again, I think it's primarily
going to be betterif it's a horizontal split, occasionally a vertical split,freeze panes probably more
useful.We saw some examples of that earlier.Both features found on the view tab in the ribbon.

Restore missing labels and hide repeating labels

- [Voiceover] We're looking at a worksheet calledrestore labels hide labels,and those are the two
featuresthat we want to show in this movie.Imagine you receive this list, and your looking at it,and you
realize that it's been set up in such a way,possibly for printing or just reviewing on the screen,these
people here are in the ADC Department.We're not seeing the department name.It probably makes it a
little bit easier to read,the screen's less crowded.We don't see Admin Training here,but all these people
are in Admin Training.As we look up and down the list,we see this is true for the other departments as
well.And maybe this was set up for printing purposes too.Quick print preview,control F2 will get us there
fast, confirms that,and that does make it a bit easier to read.Now, there's a problem though,because
what if we want to use this data,not only for printing, but for different reasons.We might wanna sort this
by employee name.I'm gonna sort this list.Let's keep an eye on Victor Arnold here.He's a full-time
employee,it's always easier to remember the compensation 88888.Okay, so we're gonna sort this list by
employee name,and we're forgetting maybe about column A for the moment.We click anywhere in
column B,and on the data tab we click A-Z,and we've sorted the list.And this is a big list,it goes down a
few rows.I'll click a cell and double click the bottom edge.It goes down to row 742.But because we sorted
this,where's Victor Arnold in this list here?There he is right there,full-time, 8888, the date is right,but it
looks now, like he's in Quality Assurance.And we see these other names clustered up here,we've got a
problem.No longer are the people's names associatedwith the appropriate department.We've got a
mess on our hands,but of course we can undo, control Z.What we really need to do here,is to fill in these
cells with ADC,and then fill in these cells with Admin Training,and on and on and on.And we've got about
25 departments,this is gonna take some time.However, there's a work-around here.It involves using
some featuresthat you might not have seen.I'm going to click column A,and on the home tab, far right
button, find and select.There's a feature called go to special.Dialogue box pops up.I'm going to select
blanks.Some of the cells in column A are blanks for example.A3, A4, 5, 6, and A8, 9, 10, etcetera
downwardand a lot more.Blanks, okay.All the blank cells are highlighted.And recognize, any time you
highlight cells,manually, or by way of command,the first cell in the range,even though it might not
looklike it's selected, it is.So cell A3 is part of this list.And you might be wondering,since I clicked column
A,is this gonna be highlighting blank cells below the list?I'm gonna scroll all the way down to the bottom
here.What's happening below the list?Fortunately, those have not been selected.Now, what we'd like to
be able to dofor each one of the blank cells is,in affect say, what if each blank cellis equal to the cell
above it.Well, that makes sense for cell A3.We want it to be equal to ADC,and cell A8, we want it to be
equalto Admin Training,but if we could somehow say that for the other cells,even though right at the
momentthere's nothing in A5,we want A6 to be equal to A5.Now that might sound a little bit strange,but
if A5 is gonna be equal to A4,A4 equal to A3, and A3 equal to A2,that's all gonna fall into place.And
fortunately we can do this.I'm gonna type equal.Now remember all those cells are selected.I'm gonna
press up arrow.That says equal A2.Now if I press enter,I'm only changing cell A3.But if I press control
enter,it means enter the same relative formulain all of these highlighted cells.So I'm going to press
control enter.And what do we seen now?All of these cells are filled in,all the way down to the
bottom.Every cell here has data in it.Now, most of these are formulas and that's okay for now,but we
wanna make sure that we keep this data,and there are multiple ways to do this,and there's a great
shortcut.It's one of our top ten shortcuts.I'm going to click column A.And the longer way, without going
into all the detail,would involve copying the data, then going to paste special,pasting just the values.But
the shortcut is,after selecting the data, use the right mouse button,drag any edge, probably the right
edgewould work best here,I'm pointing to the right edge,there's a four-way arrow.As I hold down the
right mouse button,I'm going to be dragging the data into column B,right back on top of column A,let go
of the right mouse button,and there's the menu.Copy here as values only.I always want this to say paste
results of formulas here.That's what we're about to do.Click, it's done.What do we see here?That's
ADC.No formulas, Admin Training, Admin Training,everything is in place.And now we can sort the data
freely.If we sort again as I did earlier,click one of these cells, data tab A-Z, there we are,and Victor
Arnold's gonna be in the list here.This time he's gonna be correctly associatedwith the same department
that he's been in all along, ADC.That's just one example,and of course the rest are all correct too.Let me
undo that.Now, what if the reverse situation occurs?We might need to hide these.Now, notice I'm saying
hide, not get rid of.Let's not get rid of these, but let's hide them,because maybe we like that look of
printing.Quick print preview again, control F2,perhaps that view isn't as good, we look at the datathat's
kind of crowded over in column A maybe.We like that open look of just seeing the department nameat
the beginning.So, let's hide this data.And we can do this in a couple of ways too.I'm going to select all the
data from here downward.And a nice shortcut here,is with the active cell in A2, hold down the shift
key,double click the bottom edge,all these cells are highlighted.Now we're going to use a feature,and by
the way, we don't have to seethe top of the data, but I'm gonna scroll up anyway.We've got all those cells
highlighted.Let's now go to the home tab,and use a feature to the right, conditional formatting.Now,
there are lot's of choices here,and none of the ones we seeare actually going to fit here.But we can set
up what's called a rule.A new rule.There it is.And the rule's going to be,if a cell is equal to the cell above
it,let's not show the data,by making it's font be white.Now there's not a command that says all that of
course,but we use a formula to determine which cells to format.Right now the active cell,when I
highlighted the data I started at cell A2,the active cell is A2, so the formula I writeis gonna look a little
strange.Equal A2, equal A1.Now, it doesn't equal A1, but by inference,what this means isfor every cell in
that selection,for example, A4.If that's equal to A3, and it will be, and it is,we want the format of
cellsthat are equal to the ones above,to have a font of white.We've got white cell backgrounds,let's make
the font be white.So, even if this formula doesn't say that explicitly,it simply means for every cell in the
list,compare it with the cell above,and if it's equal to the cell above,let's apply a format.And the format
will be here on the font tab color,this is the font color white.Click okay, click okay, and there we are.Our
print preview, control F2,we don't see the recurring names,they are still there, and they're still here,you
can click on the formula barand see that they're there,but we don't see them as we print,nor do we see
them on the screen.We have not gotten rid of them,we have simply made the font be white.And of
course at a later time,you wanna bring them back.And by the way, you can't go to the font button right
here,and choose automatic, or black either way,and make the text appear, that doesn't do it.There's a
conditional formatting rule in place.You don't even have to select the datawith the active cell anywhere
here,we can go to conditional formattingand if we have no other conditional formattingon the
worksheetwe can simply clear the rules from the entire sheet.If the data had been selected we could
clear themfrom the selected cells.Anyway, we are removingthe conditional formatting ruleand there our
data is.Remember, we didn't really destroy it,we simply made the font be white.So, we've seen two
different techniques.Initially, we saw how to restore labelsthat truly were missing,and then in the second
portion of this movie,we saw how to hide labels for printing reasons,and for visual reasons using
conditional formatting.

Customize the display of status bar totals

- [Voiceover] We're looking at the worksheet Split Freeze.Maybe it's just been sent to us.We're a little
curious about some of the data that's in it.It's about seven hundred rows or so.We'd like to know for
starters herehow much is that ADC department spending on compensation,its hours and so on.So I'm
going to be highlighting cells L2 down through L6,that's for the ADC people.And at the bottom of my
screen, I'm seeing a total.But not only a total, also the highest valuewithin the list, the minimum.I don't
necessarily care about all this information.I see the average, I wanted to know the total.But there's some
other information there as well too.This area of the screen is referred to as the status bar.Now, I might
want to know the total herefor the entire column.I'll just click column L.And I see that this company or
organizationis spending 47 million on new compensation.And I see the highs and lows there,maybe
that's a little more interesting now.That one is pretty low, but maybe that's an hourly person.The count
here, how many cells have data.I'm seeing average.So some interesting information.That status bar can
containup to six different statistical measures.Now, it's possible, if you're trying this with your data,you
might not be seeing all these.I'm going to right-click in the status barat the bottom of the screen.Now,
whether there's data there or notyou can still do that.So if I click on another cell somewhere,we're not
seeing anything down there.You can still right-click in the status bar.And there're six statistical
measuresthat we see right here.On your settings initiallyyou might not be seeing all these.I wouldn't say
that you always care to see all these.I usually leave them all checked.Occasionally I say, you know, I
almost never use these two,maybe uncheck them, but you've got control over this.But the presence of
these is triggeredsimply by highlighting two or more cells.Now, the Benefits columndoesn't have any
numbers in it at all.But as I click it, we see one indicator at the bottom,Count: 495 that simply meansthat
495 cells in this column have data,including cell I1.So I can say with authority, there're 494 people
herewho have some kind of benefit in this list,in our Benefits column here.So it's not counting those
cellsand it's not counting this one, and so on, and so on.So that's helpful too.As I look at years of service,
I wouldn't careabout the total probably, although I could.I'm more interested in the average, it's about
11,5.That sort of thing.It even works on date columns.Here's column G.The most recent hire in this
listwas on February, 12th, 2016.The person in this list who's been here longestin terms of a hire date,
which would make sense,March, 6th of 1995.We're even seeing average there.That makes sense as well
too.Now, sometimes when you click here,you'll be a little bit surprisedas to how that text in the status
bar is readable.I'm going to click column J.Now, there're totals down there,but they're kind of hard to
read.That is 45 million.I'll click over in column L,and there we see commas.So why the difference?When
column L was formatted,in other words the numbers here,probably column L was selected.Now, when
column J was formatted, maybe just the first cellwas formatted, or maybe just these cells were
highlightedall the way down to the bottom.But to make this more readable,and it might sound a little bit
strange,why would we format J1 like all the others?Well, I can say it doesn't really hurtso I'll click column
J.And the other cells here, our comma formatnot showing any decimals.So I'll click comma format right
here and immediatelyin the status bar at the button of the screenyou see how the display is changing.It's
a lot easier to read but it is showing pennies,and so what I will next do is decrease the decimalswith this
button, two buttons to the right of the comma.And then our display not only for the data herebut at the
bottom of the screen, as I click column J,is a lot easier to read in that status bar.Now, over on the Profits
worksheet, I'll click over here,think of another way to use this,some more casual way maybe.Somebody's
asked me or I'm just thinking out loud here,first quarter sales here, I'll highlight the data,look at the
bottom of the screen, 560 thousand,these are in thousands.Second quarter sales are million and 40
thousand.You see the numbers at the bottom of the screen.At other times you just might want to
know,or maybe you've got a formula on the screen,you just want to verify it.What's the average of these
cells?Well, to the right it say 266.We assume that's right.Is it true in the status bar?Yep, it's the same
number, that's good.So at different times you've got different reasonsfor using this.It's a great feature.If
for whatever reason you think it's too crowdedand rarely do you use Count or Numerical Count,just
don't show them.And from now on, as we use the feature,we won't see those down there.Jumping back
to that other worksheet again, Split Freeze,we wouldn't be able to tell so easily here.If I click column I,
we see nothingat the bottom of the screen.You want to bring back the Count there?Right-click the status
bar, bring back Count.Again, I think it doesn't hurt to see all these present,so why not check them all?
Great feature for quickly assessing totals and averagesat different times.You don't always need
formulas,you don't always need the data on the screen,you just want to see it briefly.Which you cannot
do with this, by the way,is copy the information that you seeat the bottom of the screen.You can
certainly type it out somewhere.But a great feature in all of the respects.

QUIZ

You want to review a large worksheet that you have not worked on for a while. How can you keep the
column headings displayed while you scroll down the worksheet?

 With your cursor in any cell, select Freeze Panes in the View Tab, and then select Freeze First
Column from the drop-down list.

 With your cursor in any cell, select Freeze Panes in the View Tab, and then select Freeze Top
Row from the drop-down list.

 With your cursor in any cell, select Freeze Panes in the View Tab, and then select Freeze Panes
from the drop-down list.

Your worksheet contains all employee names. Each of the six department labels only appear in the first
row of names. Why would you fill in the empty cells in the label column?

 If you do not and you then sort the names alphabetically, you will not know what department
many of them are in.

 If you do this, it will make the employee list easier to read when you print the worksheet.

 It you do not and you then sort alphabetically by department, only the six labeled departments
will display

Of the 100 employees in your company, 9 have not yet decided whether they want dental benefits. The
other cells are YES or NO in the column. What will the count be for that column on the Status Bar?

 It will be 0 because there are no numeric values.

 It will be 92 if there is a column heading.

 It will be 9 if there is a column heading.

4- NAVIGATION SHORTCUTS

Navigate between workbooks efficiently

- [Voiceover] It's not uncommon to have morethan one workbook open at the same time.Currently I'm
looking at this workbook for chapter four.I'm on a worksheet called Profits.But I might wanna have
another workbook open,so I could simply go to the File tab on the ribbon,choose an existing file that I've
had open recently.I could go to Open.I might wanna create a brand new one.I'll simply click New for
now.And a blank workbook, fine.And I might be copying data onto this,but how do I get back to the
other workbook?I'll go to the View tab on the ribbon,Switch Windows, and click on the other filethat's
currently open back here.Now, I might have three files open, four files,five open at the same time.I
sometimes am working with five or six files.It can get a little confusing at times.It can get a little annoying
toothat when you want to switch,you have to keep going back to the View tabto see which files are
open, which is handy at times,of course, but also to click on the other filethat might be open.You can get
there faster with Control + Tab.Now, I have only two files open right now.Maybe I've copied some data
here.I wanna put that on the other sheet as well,highlight it, press Control + C.I wanna get to the other
workbook, Control + Tab.I'll do a paste over here.I might wanna do some other things.I might have a
third file open.Maybe I'll open another new file too,or an existing file, either way.File tab, again I'll
choose a new one.Blank workbook.So I'm about to press Control + Tab.I'm looking at Book2 right now,
there's nothing in it.Control + Tab takes me to Book1.Control + Tab takes me to chapter four
workbook,and Control + Tab takes me back to Book2.So Control + Tab will move this back and
forthbetween the different open workbooks.Now, there will be times when you're working with thisthat
Control + Tab seems to be toggling only back and forthbetween two workbooks.You might wanna press
Control + Shift + Tab.And sometimes the way this works,and it's a little confusing at times,but Control +
Shift + Tab doesn't always take youto the sheets in the same order.And if you somehow thought of these
sheetsas being in a circle,think of Control + Tab as maybe moving clockwisearound the circle as it moves
to different files,Control + Shift + Tab doing the reverse.So both features, Control + Tab or Control + Shift
+ Tabare likely to get you to the other file as well.Now, to make this a lot more coherent,consider this
option:If you frequently need to use that Switch Windows button,it does get a little annoying because
let's saymuch of the time for many users,they're using the Home tab or maybe some of the featureson
the Data tab or the Formulas tab.Every time you wanna get back to that featurethat we talked about,
you have to go to the View tabto get to Switch Windows.So why not right-click on Switch Windows,add it
to the quick access toolbar.And there, it's there all the time.So if you're using the Home tab or the Data
tabor any other tab except View,and you wanna get to that feature,you don't have to go to the View tab.I
sometimes simply use this button to remind myselfwhich files are open.And of course, you can use it to
switch to another file.Remember, Control + Tab is often fast.If you have only two files open,Control + Tab
is really fast.We're just toggling back and forthbetween two open files.If you have three, four,
five,Control + Tab or Control + Shift + Tabmay be not quite so efficient.But those are handy ways to
jumpback and forth between workbooks.And again, consider making this buttonbe available all the
time.Once again, simply go to the View tab,you need only do it once,right-click on Switch Windows,add it
to the quick access toolbar.If for some reason you thought that wasn't valuableafter a while, you could
certainly get rid of it from theresimply by right-clicking it and removing it.

Navigate between worksheets efficiently

- [Voiceover] When you open a workbookthat you're not too familiar with,you're probably curious about
the sheet tabs,maybe how many there are and what they're called.In the lower left-hand corner there's a
gray panelwith two arrows, sometimes one of them is grayed out.These are referred to as navigation
arrows.All the versions of Excel would have had four arrows.I'm going to right-click in that gray paneland
this activates the Activate dialog box.This shows us as many as 20 worksheets.If this workbook has more
than 20 worksheets,you'll see a scrollbar on the right-hand side.Now at the bottom of the screen we're
only seeingfour sheet tabs at the moment.But what we're seeing there is reflected in this list.The top-
down order of the list here correspondswith the left to right order of the sheet tabsat the bottom of the
screen.So Employees, Profits, HR List, ProjBudget2017,we're seeing those.Now, think of this as almost
like a table of contents.I want to go to the GoalSeek sheet, here it is right here.I can click and press OK,
or simply double-click it,and we're at the GoalSeek sheet.And now the sheet tab display at the bottom of
the screenhas changed.We've jumped to a different sheetand we're seeing to the left of it the sheet
tabsthat are just to the leftand possibly one to the right as well too.If we want to go back to the first
sheet,or if we want to see the list,two different approaches there, we can do either.To go back to the
very first sheet,or change the display so we can see it,we hold down the Control key,click the left arrow
on the navigation tips,and now we're seeing the first few sheet names.Now, we haven't really switched
to it.Something back here within the data.If we want to go back to that actual Employees sheet,we'll see
it as we click it.At other times sometimes you'll notice three dots.Sometimes you'll see these only to the
rightof some of the sheet tabs,sometimes you'll see them on the left, sometimes both.If I simply click the
right arrow,watch the display at the bottom of the screen,we see how it's changing.This is not selecting
sheets,it's simple displaying different sheets.But notice now we see three dots on either side.If you click
one of these three-dot sequences like this,this does select a different sheet.Now I'll click it again.It's
leaping across and it will varyas to how many sheets it's leaping,depending upon the width of the sheet
tabs.So that could be a little confusing,but clicking the three dots that appear either on the left,on the
right does move us along.Now, there could be a better way to change sheet tabsand that's Ctrl+Page
Down.I'm going to press Ctrl+Page Down a few times,we're moving rightward.There's the very last
sheet.Now I'll press Ctrl+Page Up.One by one, as you watch the sheet tabs at the bottom,I'm moving one
sheet to the left.Now, could I have been doing with the mouse?Yes.But here we don't worry about the
display of the tabs,and so it can be pretty fast at times.Now, maybe better than all of these thingsthat
we've been doing so far is this idea.You'll notice three vertical dots.Now, sometimes the display of sheet
namesis more than what we're seeing here.If you double-click where we see the three vertical
dots,you're likely to see more sheets.Although if this setting is already here,maybe we're seeing the
same number of sheets.But you can click and drag those three vertical dots.I'm dragging them off to the
right.That's shrinking the scrollbar,which for the most part doesn't really hurt,but we're seeing more
sheet names.Now, there will be some workbooksthat have only five or six sheets,you're probably seeing
all the names.The other variable in all this is that sheet namescan have as many as 31 characters in
them.I think the goal much of the timeis to make the sheet tab name be reasonably explanatoryand yet
not too long.Of course, it can't be any longer than 31 characters.But the longer the names are, the fewer
sheetsyou might be able to see at the bottom of the screen.So, at different times you have different
thoughtsabout that, but you can certainly rename themsimply by double-clicking and changing the
name.So we've got some kind of control hereas to how we move back and forth between these.If we're
not viewing the few first sheet names,as we're not right now, holding down the Control key,and then, in
the panel to the left herewe can click that left arrow and scroll to the first sheet.But we're not seeing it
just yet.Now we can click and see the first sheet.If we'd like to see the last few sheet names,hold down
Control, click the right arrowthat we see in the navigation panel.And so, we certainly have a lot of
different techniques herefrom moving back and forth between sheets.If you'd like to add a sheet,
there're two techniques.Right now maybe we want to go to DataValiation.We might want a new sheet to
the left of this,and that's Shift+F11.So watch these sheet tabs at the bottomas I press Shift+F11.A new
sheet tab to the left of the sheetthat I've been on, DataValidation.If you'd like to add a new sheet just to
the right,you'll see following the sheet namesa circle with a plus in it - New sheet.Click it, we're about to
see a new sheet to the rightof the DataValidation sheet.So we can certainly do that as well too.So lots of
techniques herefrom moving back and forth across sheets, adding sheets,seeing the sheets in a different
way,and maybe most important of all,right-clicking at any time you wish on the navigation arrowsin the
lower left corner to remind yourselfas many as 20 sheet names at once,and you can easily click back and
forth hereto get to different sheets fast and easily.

Navigate within worksheets

- [Voiceover] We're looking at a worksheet called HR Listin our chapter four fileand maybe we've never
seen this worksheet before.We want to know how big it is.Now big we don't mean counting bits and
bytes,but how much space does this take upin terms of how many rows, how many columns?Not as if
we want to count but,how big is this?Get in the habit of pressing Control+End.The reason I'm saying that
in that wayis I don't mean Control+N meaning the letter Nbut the E-N-D key Control+End.In any
worksheet when you press Control+End,the active cell moves to what we might callthe lower right hand
corner of theactive part of the worksheet.It doesn't always mean that it ends upin a cell that has
data,but when you press Control+Endyou can say with authoritythere is no data anywhere in this
worksheetbelow row 742 and there isno data anywhere to the right of column K.You can be sure.If you'd
like to go to the upper left hand corner,Control+Home.Nearly always this means cell A1.The exception
would be if you've got frozen titles.Either the top row, top few rows,left most columns possiblyit's gonna
be just outside the frozen area.Now there's a different worksheet hereoff to the left,similar data,
employees.Click in here, maybe we've never seen this beforelet's press Control+End.And here it goes to
a cell and there's no data in it.That will happen sometimes.It's in cell AI 742.Now often there is data to
the left,not always, I'm going to scroll leftward here.There is data in row 742 we see that.Is there data
somewhere up abovein column AI?I'm gonna scroll upward,I'm not seeing any data so far.There is data
right there.So, it more or less confirms,and again press Control+Endon this worksheet.There's no data in
this worksheet anywhere belowrow 742 nor to the right of column AI.Sometimes this can be a little bit
misleading.Suppose, maybe I just have this worksheet open,I'm on the phone and somebody gives me
acode number or something andI just don't have a pen or pencil handyso I type in a number out
here.Okay, I write it down later.I don't need this anymore I'll get rid of it.Don't think much of that.Didn't
really make a change in the worksheet.Maybe I'll save the workbook,made other changes I'll save it.At a
later time I might come back,or maybe I didn't save it.But in either case at a later time when I press
Control+End.Might be saying gee that goes all the way out to AKI wonder why that is?Scroll up here, is
there any data in column AK?No there isn't and similarly over to the left here,I could've added some data
at the bottom.I'll just click here, double-click the bottom edge,go down to the bottom.I don't see any
data down here.Maybe I'll add a number here ormaybe I've added some new recordsthen I take them
out.Sometimes when you press Control+Endit goes beyond the dataand I think much of the time you
don't really care.If you want Control+End to always be truly accurate,what you just have to do every so
oftenis, for example, say this situation herewhat we just saw how Control+Endtook us out to column
AK.Just delete these columns that truly have no data in them.Right-click and delete.Now that doesn't
solve the problem just yet.Again don't think of it as a major problem maybe.I'll press Control+End. It still
goes out to column AK.What I would have to do to make this truly accurate,is save the workbook.Maybe
I'll just scroll back over hereclick anywhere of course.Save the workbook right there.What happens now
when I press Control+End,now it's accurate again.And again I don't want to make a big deal of that,much
of the time you don't care butsometimes you get workbooks from other sourcesand you realize that
Control+End is really misleadingand I think it's a good idea to have it bereasonably accurate.So clean it
up sometimes by simplygetting rid of empty rows or columnsthat truly don't have any data in them.Now
in any worksheet at any time,as I said earlier, Control+Hometakes you to the upper left hand
cornerusually cell A1.As you're working with data you sometimes want togo to the bottom.You want to
add a new record.And already in this particular movie you've seen this,I didn't make a point of it,but to
get to the bottom of a column quicklyand easily one of two actions.Wherever the active cell isdouble-
click its bottom edge.It will take you to the bottom of that column.Not exactly and not all the time
however.It will stop when we see an empty cell.I'll double-click the top edge,back up top.In this data
here in column I,there are blank cells.Nothing wrong with that but if the active cell is hereand I double-
click the bottom edgeit only moves to there.You would not be using that featurein column I very
effectively.If I'm right here and double-click the bottom edgeit goes there.If I'm in the midst of some data
herelike right here for example.Double-click the bottom edge, see what's happening.In every other
column in this list,even ones where you see entries like this,double-click in the bottom edgeis going to
take us to the bottom.Or the top edge takes us to the top.It actually works in all four directions.You're
less likely to move rightwardbut I want to move rightward hereto the last column of data.In row three
here I'll double-clickthe right edge.And when you are doing this double-clickbe careful not to double-
click on the lowerright hand corner.Look what happens here whenI double-click the right hand corner.I
obviously don't want to keep that.Control+Z to undo.Double-click the right edge maybe.That moves us
rightward this way.Or double-click to move leftward.Do it in different ways at different times.Works in all
four directions.We can also use control.Down arrow, up arrow, left arrow, right arrowI'm right here.Once
again perhaps it's just becausemy hands are on the keyboard right now.Control+down arrow zips us to
the bottom.Control+up arrow zips us to the top.A slight difference in the meaning, by the waymost of
the time it makes no difference.A simple example here, I'll press Control+right arrowand it'll move the
active cell rightwardinto the first cell that has data.If I double-click the right edge,it moves it just outside
of it.I'm not sure why the two shortcuts,although mostly equivalent,are a little bit different in those
contexts.But it does make sense to be able toquickly move up and down andleft and right within large
lists of data.Occasionally you might want to useanother feature.It's strictly keyboard.Maybe I've been
working with this data recently.Yesterday I was working with it.I was making some changes near row
600,maybe I'll just zip down there.F5 key, type A600or something like that and enter.We zip right to that
cell.The larger the list perhaps the morelikely that's going to be useful.You don't have to scroll.Once again
strictly keyboard,F5, type an address, A3, enter.We're up at cell A3.You can also press Control+Gthat's
hardly much faster.Control+G then type in the address, enterand we're there and so on.Control+Home of
course always back up top.So different ways of moving around a worksheet.Control+Home, Control+End,
the mostcommonly used.Double-clicking the bottom edge of the active cell,or Control with one of the
arrow keys.Quick ways to move around worksheets.

Open, close, save, and create new workbooks with keystrokes

- [Voiceover] When you open files or close filesor save files or use save as to save a fileunder a different
name or as a different type,or when you create a new file,you're likely to go to the File tab in the
ribbonand see these choices.There's New, Open, Save, Save As,down at the bottom here, Close.But
there's a keystroke shortcut for each of theseand in some cases, two different keystroke shortcuts.If you
go to the Profits sheet in the chapter 4 file,scroll down a bit and you'll see some of these choices
here.Some of them might be those that you can almost guess at,others not so much.If I'd like to open a
new file,I can press either Ctrl+O or Ctrl+F12.Here's Ctrl+O, O for open perhaps,and there are files listed
there.Maybe I'll open this other filethat I've been working with recently,chapter 3 file there.I don't really
want to use that right now,but I'll press Ctrl+tab.But maybe I really want to close it.As I press Ctrl+tab
going back here,we see a keystroke shortcut for close, Ctrl+W.I'm not sure how you're supposed to
rememberthat W means close.Maybe it means withdraw or wimp out or something.Whatever, let's go
back to the other worksheetand we'll press Ctrl+W.Now I made no changes to it so there will be no
prompt.If I do make a change,even something as innocuous as making the column wider,I'm likely to get
a prompt, I'll press Ctrl+W.There's that prompt for saving my changes.I do want to point out here too as
we're looking at this,sometimes you might open a file and simply look at the data,and close it and you'll
get a prompt for saving.You might be saying to yourself,why am I getting a prompt for saving here?It
could be because you've got a formulathat uses the today function.Now even though I made that
column wider,had I not done it,I'd still be getting a prompt on this worksheetbecause, as I zoom in
here,on this worksheet here's a formulathat uses the today function.The today function, no matter how
it's used,either by itself or in formulas,causes when you open the file for this to be updated.Excel goes
out and uses today's datein this case in this formula.The other occurrence of thisis when you use a
function called N-O-W,which does something similar.It picks up the date and the time.So if either of
those two functions exist in your workbook,when you open a file, and even if you don't make
changes,you are making changes with this function.This causes you to get that prompt when you close a
fileabout saving your changes.So I don't really care here, I'll just use Ctrl+W.I don't care, I'll press the
letter N, don't save it,but I'm closing the file.I could also have pressed Ctrl+F4,that also closes a file.I
don't want to close this file right now,but if I press Ctrl+F4, what happens?I get that same prompt.Now
sometimes we simply want to save a file.I think many Excel users will simply clickin the Quick Access
toolbar the button for Save.Notice the keystroke shortcut, Ctrl+S,and we see it right here.We can do that
at any time.An alternate keystroke shortcut, certainly no better,but also available, Shift+F12.Now there
are times when you want to save a fileunder a different nameor you want to save it as a different file
type,you can press F12 which means save as.Maybe I want to save this with a different name,maybe
_backup or something like that, or copy,or maybe you want to save it as a different kind of file,maybe
into a different version of Excelor something like that.But the dialog box is activated with the F12
key.Remember all these features are availableon the File tab in the ribbon.If I'd like to create a brand
new workbook, it's Ctrl+N,and do that as well too.Ctrl+N right now, new workbook.It's gonna be called
Book1, Book2, Book3depending on whether you've used the other featuresince you last opened Excel.I
don't need this here and I've made no changes,Ctrl+W, it's closed without a prompt.Now another
approach to these, as good as these might be,could be that every one of these is also availableas a
button in your Quick Access toolbar.Save is probably there already unless you removed it.But if you right
click in the Quick Access toolbarand go to Customize Quick Access Toolbar,in this dialog box Choose
commands from,look over here, you'll see File tab.In this list here you will see Open, there's Open,why
not add that.We're looking for Close, that's there too, let's add that.We can control the order of these
too.They can be in any order you want.Maybe you want Open and Close together, maybe not.How about
Save As, do we have a button for that?There's Save As, add that as well.So we've got Save, Open, Close,
and Save As,and we see those over here.How about New?Oddly enough we don't see that in the list.It
says New from Template, that's not what we want.So instead of File tab, how about the drop arrow
hereand go to Popular Commands.Do we see New in this list?There it is, New File,equivalent to Ctrl+N,
we can add that.Of course you can put these in any order you want.If you want these all together, that's
fine,but with the up arrow here or possibly the down arrow later,you can move these around in different
ways.Maybe you want Save and Save As together.Click here, up arrow.We got Save and Save As
together,and then Open, Close, and New.The top down order we see herewill correspond to the left-to-
right orderas we're about to see it in the Quick Access toolbar.Click OK and we see those buttons up
there.So whether it's a keystroke shortcut or adding buttons here,we've got quick ways to open,
close,save and save as, and new,use all these features as we work with Excel.

QUIZ

You open a workbook and then realize it is not the one you want. Even though you did not change any
data, you receive a Save prompt. What is the most likely reason?

 You inadvertently changed a value.

 There is a TODAY function in one of the formulas.

 Anytime a workbook is opened, it must be saved.

You have two workbooks open. How can you most quickly navigate between the two workbooks?

 Click on Windows, and then select Switch Windows in the View Tab.

 Use the keyboard shortcut Ctrl + Tab.

 Add the Switch Windows button to your Quick Access Toolbar.

You want to add data at the bottom of a large worksheet, so you click the bottom edge of cell A2.
What will happen if you have an empty cell in the worksheet?

 The empty cell will be deleted.

 The empty cell will be highlighted.

 The go-to-end will stop at the empty cell.

5- SELECTION SHORTCUTS

Select entire row, column, region, or worksheet

- [Voiceover] Before you format data,before you delete data,of course you need to select the datathat
needs to be formatted or deletedand many times that involves selecting an entire column,an entire
row,and although you can click and dragto highlight data,many times there are keystroke shortcutsand
techniques that'll speed the process up.In this worksheet, maybe I want to copyall those names from
column A to a different worksheet.I don't want the title.I'm going to click right here in cell A2.If I want to
highlight all the cells from here downward,I'll be holding down the Shift keyand take one of two
actions.I'll either double-click the bottom edge,see what's happening, I've highlighted all the
cells.Whenever you do have cells highlighted,if you'd like to move around the corners of the range,you
can press Control period.I'm holding down Control, I'll press period,it moves me to here, then back up
top.I'm pressing Control period,simply moving around the corners.So if I wanted to copy that, I can press
Control + C,paste it somewhere else.If I wanted the entire column,I could simply click in column A
somewhereand press Control space bar.That's another way to select the column.That's easy enough
too.At other times I might want to copy the data from a row.I might want to copy the data for Lisa
Page,press Shift space bar.So Shift space bar selects the entire row.Now, do I have data off to the right
there?If I do, I'm about to pick up that data.So that might not always be what you want to do,but there
could be situationswhere you want to select the entire row,maybe not just for copying, but maybe for
formatting.So Control space bar selects an entire column,maybe think of Control and columnboth
beginning with the letter C.But for the other one you just have to remember it,Shift space bar selects the
entire row.There are times when you want to selectthe entire worksheet or maybe just an entire list.I'm
gonna scroll back a bit.On this worksheet there's other data off to the right.I might want to highlight
those yellow cells.Let's face it, most of us probablyjust click and drag across it,but I can click within the
yellow list over thereand press Control + A.If I press Control + A again,it highlights the entire worksheet
like that.if I click on the list to the left somewhere,anywhere in here,and even on an empty cell within
the list here,that's okay too.If I click within there and press Control + A,I'm highlighting just the
contiguous data.This will extend out to column N on the rightand over to column A on the left and all the
way down.I can press Control period if I want to make surethat I've highlighted all the datathat maybe
I'm about to copy, for example.I'll press Control period a few times.This moves the active cell around the
corners.Now, you can also highlight a listby pressing Control asterisk,not necessarily better than Control
+ A,but that does the same thing.And remember, for those of you using laptops,the asterisk probably is
not on its own separate keyso it'll be Control + Shift + eightor Control + Shift asterisk, separate way
there.Now sometimes you do want to highlightthe entire worksheet.Maybe you want a font change, a
color change,or maybe you just want to delete all the data.If you click in an empty cell that's not part of
a list,for example maybe we're out here, click out here,if I press Control + A, I'm selecting the entire
worksheet.Now, because Control + A has different meanings,in other words if I click in column A,Control
+ A highlights that listor I click over here it highlights this list,in both of those situations pressing Control
+ A twiceand you don't have to let go of Control,but I'm holding down Control for example,I'll press A
twice, highlights the entire worksheet.Click on the data to the left,hold down Control, press A
twice,highlights the entire worksheet.But another way to highlight the entire worksheet quicklywithout
having to press Control + A twice,click in the upper left-hand corner just abovethe row numbers to the
left of the column letters,that selects the entire worksheet.Now, sometimes you work with tables.The
next worksheet over has a table in it.When you click within a table and press Control + A,you're
highlighting all of the tableexcept for the title row, Control + A,and that might not be obviousdepending
upon the color scheme.When you press Control + A againit will add that title rowand press it a third
time,it will highlight the entire worksheet.So when you click in a table,if you're about to select the entire
worksheet,you need to press Control + A three times.If you only want to select the table without the
heading,you press Control + A once.If you want to select the table with the heading,press Control + A a
second time.So at different times we'll use Control + A differentlyand of course sometimes we're gonna
highlightthe entire worksheet, just click out on an empty cellwhere there's no data around it, Control +
A.Now, earlier I'd mentioned that techniqueof moving around the corners of a range.When you're
working with data, sometimes you'll use that.I might click in here,press Control + A, then press Control
period a few times.You saw that before.This simply moves the active cellaround the corners of the
range.And there's another reason to use that too.I'm gonna go to the HR list over hereand calculate a
new salaryand I want to copy that down the column.So I'm zooming in here on cell L2,scroll to the right a
little bit.I need that percent right there.So one way to write the formula, not the only way,equal this cell
J2 times asterisk.This cell, I want that to be an absolute address.I'll press the function key F4and then I'll
add that onto compensation amount right here.I'm about to copy this down the column.I won't press
Enter, I'll press Control + Enter,active cell will not move downward.Then I'll double-clickand any time
you're copying a formula down a column,no matter which technique you useand I strongly recommend
of coursedouble-clicking that fill handle in the corner,I think the question should enter your mindhow far
did this get copied.Is it always perfect, is it working right?Press Control period.Remember, Control period
moves the active cellaround selected data.Control period, move to the bottom.If we weren't sure that's
the bottom,scroll a little bit more and there it is, looks good.Control period takes us back up top.So
again, Control period simply moves the active cellaround the corners of the rangeand because in this
example it's in a single column,it really sends only two corners top and bottom.So a handy way to use
Control period there.Remember, seen out of context,the Control period shortcut seems almost
worthless.I've got some cells highlighted, Control period,this is all it does, not too exciting,but it certainly
makes sense in the contextthat we saw it here and at other times toowhen you've highlighted data.And
so we've seen different ways to highlightan entire row, an entire column,the whole worksheet or
portions of it using Control + Aand we see how using Control period at timesallows us to explore the
range that's been highlighted.

Select noncontiguous ranges and visible cells only

- [Voiceover] When you're about to format dataor hide data or copy or move it,many times you simply
click and dragto select data, but there are timeswhen you need to select data that's notadjacent to other
data where youwanna perform the same function on.So, for example, I've got a list here.I'm ready to
print it, but I've decided thatsome of the columns I really don't needas I print the data.So, I'm going to
hide Columns D and E.By the way, when you zoom in and out sometimesin Excel, you will see pound
signs.If you really need to see the data,drag across the columns, double click a boundary.It'll get the data
back pretty quickly.But I don't want to see this data in the print out,so I'll drag across these two
columns.I'm ready to hide those two columns,but I also want to hide, for example, Column I.So, I'll hold
down the Control key and click Column I.I don't want to show the Job Rating, either.I'll click Column
K.Right click on any of those column entriesthat I've selected and simply hide.I'll readjust Column J by
double clicking, and thenmaybe I'll highlight this data and goahead and proceed with printing.But I was
able to select nonadjacent cellssimply by using the Control key, and sometimesyou'll do this on a cell
basis.Let me press Control Z a few times.Another simple might be I just might wantevery other column
to be different in color,so I'll click Column A, and now withthe Control key held down, I'll just keep it held
down,I'll click Column C, E, G, I, and K.Then in the Home in the Font group here,the Fill color bucket,
maybe I'll just makea light blue color there, and I might keep itthat way for awhile, or I might not,but I
was able to select the nonadjacentcells quickly and easily.I'm not gonna keep this, so I'll just press
Control Z.We can use this in other ways, too.I'm gonna jump over to the Profit sheet here.Maybe I'm
about to pass this on to a friendof mine, or maybe I'm gonna be using this in a meeting.I wanna highlight
certain cells ahead of time.Maybe the numbers are unusual or I wanna talkabout this particular expense
or sales number.I'm going to select this May number right here.Maybe I'm going to be comparing it with
a previous year.I wanna select another cell, too.It's this 20 down here, which maybeis unusually low, and
this 140 here,which is unusually high, perhaps.I highlight the ones I want, using the Control keyto select
nonadjacent cells, and again,I might just apply a background color or makethem bold, something like
that, make themstand out from the others somewhat differently.So, it's easy to set these up.Another
scenario could be I'm aboutto do some data entry.Maybe I'm setting up a whole new listover here in
Column K.We've been tracking our sales from different citiesas it's been coming in, and we're not
gettingcity totals for the entire city, but the entrieswe're about to see here will be recurring.So, I need to
put the word Boston in thosetwo cells, and then down here and anothercell there, and then maybe
farther downin three other cells.So, I'll highlight these two cells, and now, letting goof the left mouse
button and holding down Control,I'll highlight this cell, and maybedown here these three cells.So, I start
to type Boston.It looks as if Boston is only going to gointo the one cell there, and if I press Enter,that's
what will happen, but if I pressControl Enter, the data goes into all of the cells.You might have seen this in
a prior movie.It's one of our top 10 tips.But, we can also do this with numbers, as well.I'll click over here,
and maybethese two cells require the value 10.So, does this number down here, and maybethree cells
down here, something like that.Type in a 10, Control Enter.We can do this with formulas.Farther off to
the right is another list.I want a total here of the cells above, or maybean average, more interesting
maybe.Also, using the Control key, I'llhighlight the cells over here.I'm gonna type Equal Average, left
parenthesis, and forthe moment, I'll only highlight these cells,but instead of pressing Enter, I'll press
Control Enter.So, we've got averages for all those, as well, too.So, at different times, the way we select
cellsbefore applying either a feature or addinga formula, we need to use the Control keyto select
nonadjacent cells.Now, there are other times when we needto select cells in a different way.We're back
on this HR list again.I would like to copy the Admin Training groupinformation here to another sheet.I
also wanna pick up that main title up there.So, I'll readjust some columns and hidesome columns, as
well.First of all, I do wanna pick up Row One, but notthe data in Rows Two through Six.I'll hide rows Two
through Six, right click and hide.I don't wanna copy Social Security number and phone number.I'm
dragging across Columns D and E.I don't wanna copy the data in Column I,so I'll use the Control key and
select Column I,right click and hide those three columns.The data I'd like to copy is right here.Now, I
wanna copy this to a different sheet,maybe a new sheet, so before doing anything else,I'll add a new
sheet.I'll press Shift F11, that'll createa new sheet to the left.There's the new sheet.Let's come back to
this sheet.This data's highlighted.I'll press Control C to copy.I'm gonna copy this data.Now, remember, it's
got hidden rows.Rows Two through Six are hidden.We've got some hidden columns there, as well.Jump
over to sheet one here, Control V to paste.What happens?The hidden data got copied with it.I don't
want the hidden data.What I'd like to do here is just selectthe data that I can see, just the visible data,
and there'sa key stroke shortcut for this.You'd never guess it.It's Alt semicolon.Alt semicolon selects just
the visiblecells, and you can probably tellby the visual what's happening.All the cells from A7 over to C7
and downto Row 23 are selected, and above that, in a differentcluster, Cells A1, B1, C1, and wesee other
groupings like that, too.Now when we press Control C, look what happens.It looks quite a bit
different.We are picking up the data in pieces,rather than in one solid chunk.Now when we jump over to
the otherworksheet, and I'm gonna click out in Cell M1,press Control V, we've copied just the visible
cells.Of course, we'll readjust the column widths to makethe data clearer, but you can see we're
onlycopying the data from Admin Training, and we'renot copying Social Security number and
phonenumber and benefits.So, back to the data again.How would you know about the keystroke
shortcut?You might not.I almost wanna dare you to find out wherethis feature is in the ribbon menu
system,because it's not very obvious.If you select data and wanted to selectthe visible cells only, of
course,if you know the keystroke shortcut,Alt semicolon, use it, but if you don't,on the Home tab, far
right button,Find & Select, and maybe by process of elimination,you would come to Go To
Special.Dialogue box pops up.Lots of little treasures in here, and there is one,Visible cells only, and we
don't see any tip or clue herethat there's a keystroke shortcut for it, but there is.It's the Alt
semicolon.Click OK.Now, we've chosen the visible cells.You could get there slightly fasterwith your data
highlighted, for example.You can press F5, which means Go To,then Special, then Visible cells
only.Certainly not as fast as Alt equal, but at leastyou can get there that way, as well, too.Once again, if
you've made the selection,then it's Control C if you wanted to copy it.Select the visible cells only.Those of
you who work with filtered lists,you don't worry about this at all.There, filtering which, of course,
doeshide rows and shows you less data,highlight a filtered list.This is not a filtered list, but if it were,you
could highlight and copy thiswithout concern about the hidden rows.They would not get copied and
pasted if you did a copy.If you work with the subtotal feature,that's another feature on the Data
tab,there you do have to use this shortcut,this Alt semicolon shortcut, because if you havecreated
subtotals and you're onlyshowing those, and you try and copy them,you'll have the same problem.You
wanna be able to select the visible cells only.Remember it's Alt semicolon.Earlier in this movie we saw
howto select non-contiguous cells.That's frequently needed as you work with Excel.

QUIZ

If you want to copy the data in column C to a new worksheet, what is the quickest way?

 Place your cursor anywhere in the column, select Ctrl space bar, and then select Ctrl + C.

 Place your cursor in the first cell with data, select Ctrl + Period, and then select Ctrl + C.

 Place your cursor in the first cell with data, select Shift + space bar, and then select Ctrl + C.

You want to add a sales region name Northeast to six noncontiguous cells in column H. What is the
easiest way to do this?

 Hold down the Ctrl key, click on the cells you want, release the Ctrl key, type Northeast in the
topmost cell, and then select Ctrl + Enter.

 Hold down the Ctrl key, click on the cells you want, release the Ctrl key, type Northeast in the
topmost cell, and then press Enter.

 Hold down the Ctrl key, click on the cells you will not name, and then right-click and select Hide.

6- DATA ENTRY AND EDITING SHORTCUTS

Accelerate data entry

- [Voiceover] Data entry is one those choresthat probably most Excel users are not too found of.But there
are some shortcuts for enteringcertain kinds of data, and how you enter data too.In this empty
worksheet called sheet onewe see the word 'Name' there in column A.I'm about to put in some other
headings up top.Just to the right of this I'm going to put 2016 salary.I'm thinking that the salaries are
going to besomewhat narrow compared with that text entry.So as I type 2016, I'd like to have the word
salary appearbelow this, but in the same cell.So I'll press alt + enter, and then type salary.And eventually
I'll make the column narroweronce I get the data in below it.And in column C, something silmilarI want
to put in the tax code hereand make sure it's the 2016 tax code.And the entries in column Care only
going to be one or two letters.So here too, I might want the column to be narrower.There are different
approaches to using the wrapped textfeature, and you'll see in the alignment taba feature called
wrapped text.This is fine much of the time,it doesn't control where the text is wrappedbut it will do it
based on column width.I think it's better because you've got controlto press alt+enter, rather thanusing
the wrapped text feature.So this time I'm going to type 2016, alt+enter.Tax, alt+enter and then Code,and
we see the data stacked up this way.For both of these columns,I want those to be right alignedso in the
home tab I'll choose this.It's certainly worth considering,maybe selecting row one hereand then clicking
one of these three buttons.Bottom align is how we see the data nowhow about middle align or top
align.So at different times, you might want to reconsider this.Eventually we would readjust these column
widthsdepending on the data that we're seeing below.Now, a different approach, and maybewe're not
even thinking of this data, delete thisWhat if we're putting names in the columnand it could be the kind
of list wherethe names are reoccurring.Now because I don't want to do a lot of typingI'll simply use last
names here.And maybe we're talking about a companywhere there are 8 or 10 people or soand we can
use the last names,because they're all different.So I'll type in a name here like Perez.Enter.And I'll type in
Smith, and Lee.Now, I need to type in Smith againso I type the letter S, and immediately I see Smithokay,
that looks good I'll just press enter, fine.There's another person on our list called Sanders,haven't seen
that name yet so I start to type Sandersand I see Smith popping up againso I'll type Sanders and enter.I'll
put in P there's Perez again, good.Type the letters S what happens now?Nothing because there are two
namesthat begin with S there.If I type M Smith will pop upIf I type A Sanders pops up, there we go.If the
names are recurringand there aren't too many, and too many is a relative termyou can enter these in a
different way.You can press alt+down arrow.I can use the arrow keys to come down to the name I
wantthere it is, and enter.And the longer the names, and in a real life situationthese might be last names
and first namesor maybe it's a list of departments.These entries could be quite longand you could be
saving a lot of time typing here.Another way to get to the dataI'm going to right-click on cell A-10
andpick from drop down listand then we do it a different way too.So it's handy.The more names you add
here,perhaps the less efficient this becomes.If you have more than eight names you will see a scroll bar.If
you approach 20 or more, perhaps this becomesa little bit unwieldy but consider once againyou can use
alt +down arrow orright-click pick from list.Now, I'm going to type in Newtonand sometimes when you
do thisyou might wonder well why isn't name appearing up thereeven though I don't want it to
appear.Excel somehow senses that'sthe top of the list, it's a title.We don't actually see the letters N-A-M-
E hereso we can type Newton without concern.This features referred to as auto complete.It only works
with text, and if a numbers used in herethe feature essentially shuts down.So it's a valuable tool at
different times.Now sometimes you're setting up numerical lists.I don't necessarily have to have a
headingto show you this but maybe we're putting in some ID numbersand maybe we're actually defining
them right now.We've decided to use four digit numbers.And although maybe it's not critical right
nowwe want to set up numbers for these peopleand not the people to the left.But maybe a complete
differently listthat we don't see right now.And how about a four digit code.We'll start with 1001.Now, if
we drag this down the column,we're simply going to get a repeat of that.When you drag a number from
the field handleeither rightward, leftward, upward, downward.You get the same number over, and over,
and over again.But if you hold down the control keyas I'm doing now.Dragging downward, I'll drag as far
as I need this to be.A pop up tip to the right is suggestingwe're about to get a sequence.And we will
provided you let go of the mouse first.I've got the control key held down as I'm doing this.Notice the tiny
little plus next to the larger plus.That suggests I'm adding data.So let go of the mouse button,and there
we have a series that way.If you wanted to create a serieswhere there's an intervalfor example you might
want to start with 1010and then here 1020, highlight both of those.And drag from the corner
downward.And here we don't have to hold down any keyswe will automatically get an incremental factor
of 10being repeated over, and over, and over again.And if I started this down hereand somehow said I
wanted to go backwardsI could drag upward.I probably wouldn't do that very often.If you wanted to
create this list righwardit will work the same way, there we go, rightward.And if for some strange reason
you had thishighlighted over here somewhere, I'm simply moving it overif you highlight these two and
drag leftwardas you might expect, we'll go backward indirectly.So different approaches there to creating
number series.Remember if you want an incremental seriesand the increment is simply by oneand
sometimes you will start with onebut certainly now always, hold down the control keyand drag
downward with the mouselet go of the mouse first as soon as you're finished.Another technique, not so
widely knownbut occasionally handy.Let's imagine that you highlight some cellsand you're about to put
some data in here.And as you type the data,you want to move rightward each time.So the data's
highlighted.I type a number here.Press tab, the active cell moves to the right.I put another active
number here,I press tab, another number there, taband as I type another number what's goingto
happen when I press tab?The active cell will move to the next row.And I fill in the number there and so
on.Each time pressing tab.I'm not going to finish all this,but you get the idea, and so on.There could be
other times, or even herewhere I might have wanted to put in the data vertically.That doesn't necessarily
mean because the rangeis more vertical, it just meansI prefer to put it in vertically.If I want to put in the
data vertically hereI'll type a number and press enter.Type a number and enter, and so on.And here too
as you might expect from our previous exampleon that last cell I pressed enter,it moves into column to
the right and so on.So that's another technique.In general in Excel, and I think most peopleare familiar
with this and they use itwhen they type an entry,press enter, and the active cell moves down.And you
want that to be the caseprobably most of the time.We've gotten so used to it,you won't even give it a
second thought.Now at any time when you're typing dataand maybe you know for exampleI've got a
situation over hereLet me make up a formula on the fly here.Equal this number times two.I want to copy
that down the column.If I press enter, the active cell moves downward.I don't want it to, I'll press cntrl
+enterthe active cell will stay in place.And then as I drag downward,or double-click it either way, I'm all
set.In other words, I didn't have to movethe active cell from the E3 position back into cell E2.Now there
could be other variations on thisand most of these are highly unlikelybut just let me make the following
statementwhen you type an entry, you can move in anyof the four directions you want using the arrow
keys.And that's probably when you think about it, logical.If I want to finish this entry and move up, press
up arrow.Or type an entry, and I want to move to the rightI'll press right arrow.And I don't have to go
through the other examplesI think you see what's happening here.You can also do this by pressing
enteror shift enter, or tab, or shift + tab.And again, you're probably notgoing to use this a whole lot,but if
you're making an entryand you want to move to the right,you can certainly press taband another entry,
and tabthat always moves you to the right.In a different situation entirelyand highly unlikely, you type an
entryyou want to move leftward, it's shift + tab.Type an entry, shift +tab to move leftward.And if you like
to move upward as you typeand that too is pretty unlikely, just type an entrytext or number, makes no
difference hereyou want to move upward, you could press shift +enter.Again, probably arrow is more
logicaland you can do it that way.Now if for some reason and maybe just for a short timeor maybe you
like the setting,you can change the default setting in Excel.The default setting is you type, you press
enterthe active cell moves down.If you want to change that settinggo to the file tab in the ribbon, the
very last optionon the left hand side is called optionsthen go to advanced on the left hand side hereon
the very first choice here.After pressing enter, move selectionand there's the default setting down.You
can certainly change it to one of the others.If there's not an option for no change you couldjust uncheck
it if you wanted it to be the defaultbut I doubt that would be the case.Anyway you could make a change
hereI think most people would probablynot want to do that.So we've seen different techniques herefor
entering data and hopefullyfor many of you making data entrya little bit more efficient than it might
have been.

Enter dates and date series efficiently

- [Voiceover] Any time you're entering datathat's related to dates,there's lots of shortcuts to be
considered.We see Jan over in Cell A2, the abbreviation for January.If I point to the fill handle in the
lower right-hand cornerand click and drag downward, the popup tip to the rightsuggests what I'm about
to see.I'm about to drag this down to December.i might drag it a bit too far and it simply startswrapping
around again.You can start with any month you want.If you drag downward or rightward you'll getan
extension based on that starting point.I've chosen Oct here in cell A11.Click and drag rightward.There we
are.If you drag upward, here's Jan, goes backward in time.If you drag leftward, it goes backward in
time.If you use abbreviations, they must be three letters,as we see here.If you start with four
letters,maybe Sept, it's not uncommon to see that by the way,but if you use this as a starting pointit
simply repeats the entry.So it must be three letters if you're using abbreviations.Same thing is true with
days of the week.And here, too, you can use any day as the starting point.I'll just pick Thursday right
there and drag rightward.So don't ever start with Thur or Tues.It's got to be three letters if you use
abbreviations.You can use upper or lower case at any time.I've done this with the months over hereand
the days of the week, too.You can use full spellings here.Drag downward or rightward, same general
idea.If you happen to start with May, slight exception there,that's an abbreviation and a full spelling.So if
you start with May and drag downward or rightward,you will get full spellings.If you only wanted
abbreviations, just startwith a different month and perhaps move the data around,delete them, and so
on.And same thing here with days of the week,full spellings, same general idea.Now there will be times
when you say,Well, I wanted to repeat the month.And maybe you've forgot about this for a while,and
here's July.I want July three more times here.If I drag downward look what happens.But, if I hold down
the CTRL keyand drag from the corner downward,make sure to let go of the mouse first,I get those
repeated.It's going to be true with Sunday and these other kindsof entries.When you hold down the
CTRL key and drag,you're inhibiting it from advancing at all.Now oddly enough with numbers, if you type
in a number,and it can be any number, maybe I'll just start with 1,drag from the corner, you get the same
thing all over again.And strangely enough, here we hold down CTRL keyif we want these to change by
1.Remember over here, we held down the CTRL key and thenstarted to drag to keep these the
same.Seems like a contradictory rule.So I'm holding down the CTRL key now, dragging downwardto get
the entry this way.Now when you're putting in date entries,and it could be today's date,I'm going to put
in today's date rapidlywith CTRL + ;.That's one of our top 10 tips, that's handy.This is the date of the
recording.If I drag downward on any date, we move ahead in timeday by day.Drag upward, we go to the
previous day.Drag leftward, we go to the previous day,and, as you would expect, dragging rightward,next
day, and so on.Easy to create date series.Just start with the date, drag from a corner,downward-
rightward usually to get successive days.And there will be times when you sayWell, I want a series of
dates here.And maybe it's Thursdays.This happens to be a Thursday.The following Thursday, first of all I'll
copy it down.That's the next day, a Friday, but I'll double-click in hereand change that to be a 10and
readjust the column width.So, those are seven days apart.It makes no difference how many daysthey are
apart as far as Excel is concerned.They might be 5 days, they might be 10 days,4 days, 14 days,
whatever.We've got them highlighted, 7-day interval.Drag downward.We've got a list of Thursdays from
now until whenever.And if we drag upward, I'll move this downward first,get rid of that, we'll get our
previous Thursdays.We must highlight 2 cells and then drag upward.Looks a little strange, and you
wouldn't do that too often.But, nevertheless, we were able to do that as well, too.Also, when you drag a
date entry, I'll use this oneas a starting point, just move it over here,make the column wider.Sometimes
you want to have a series for every month.Maybe we have a mid-month report,so I'll put in the 15th
here.And maybe, this is something we beganat the beginning of the year, so I'll just startwith January
here.I'd like to fill this with months.There's 2 ways to do this.I could type February 15 right here.I'll do it
that way first.2/15/16, highlight both of those together.Now, that's a 31-day interval.Drag downward.Are
we going to get every 31 days here?That's probably not what you wanted.You wanted the 15th of every
month and that exactly iswhat happens here.Now that's a 29-day interval.That's a 31-day interval, and so
on.The idea is Excel saw that you were using the same dayand assumed that you wanted the same day
each month.So that's handy there.Now, similarly, what if you do end-of-month reportingand you want to
put the last day of the month here, 31.Here, too, we could create a series in one of two ways.And the
easiest way here would be, there's the entry,and I'll use the right mouse button.I could have done this on
the 15th, I didn't show you that,but I'm about to show you with that here.I'm going to use the right
mouse buttonto drag that fill handle downward.The popup tips are misleading, ignore them.Maybe I'm
going to do this for possibly a 2-year period,so I'll drag down to about row 25 or thereabouts.If not sure,
it's okay to go farther.I let go of the right mouse button,remember the right mouse button always means
shortcut menu.This time Fill months.Now the starting date was the last day of a month.Therefore, as I
filled months, what did we get here?The last day of the month.And sure enough, February 29, it's a leap
year in 2016,February 28, in 2017, not a leap year.And so on and so on.Now, another thought here, not
necessarily better,because I think that's faster than the other technique,but if we, for example, had
started with the 31st here,and we typed 2/29/16, of course that's the last dayof February.Excel
recognizes these as the last day of the month.If I simply drag from the corner, it's not going to repeatthe
number-of-day intervals over and over.It will recognize these as last days of the monthand that's what
we get in all of these.Remember, those differences do varyfrom month to monthbut we're always getting
the last day.You could want to fill this in with years,so if I drag with the right mouse button here,and
choose Years>Fill years,we get the same day every year,year after year after year.And there's one more
kind of entryyou might want to consider.Maybe you want to be tracking sales over the next fewmonths
or so.For weekdays only, maybe you're a five day a week operation,so I'm going to put in a weekday.I'll
put in March 7, like that.And using the right mouse button, I'll pointto the lower right hand corner,drag
the mouse button downward.If I want this to go for a couple more months,I'll probably drag down to row
50, something like that.Of course, we can always extend this later.But as I let go of the mouse, Fill
weekdays.So, Monday, Tuesday, Wednesday, Thursday, Friday,no Saturday, Sunday, and all over
again.Monday, Tuesday, Wednesday, Thursday, Friday.And so on and so on and so on.That's really handy
as well, too.So as we can see here, lots of different waysto create date series.Many times you need only
type a single date,and then use either the right mouse button,or maybe a combination of two dates.We
can easily create date series.Most of the time you're likely to be creatingthese series down a column but
you can certainly dothe same kind of thing across rows.Valuable techniques for entering date-type
information.

Enter times and time series efficiently

- [Voiceover] Not only can you work efficientlywith dates in Excel, you can also work with times of
day.Excel has all the mathematical capability to calculatedifferences between dates, setting up date
series.When you enter dates, you should type a colonnearly all the time, there are some exceptions.If I
wanna record the time 3:44,I'm gonna type three colon 44.But depending upon the context and how
you're doing this,you might want to put in am or pm.Now, if I simply press Enter,I have entered the time,
3:44am.Now, depending upon the other dates that I might be using,that might or might not be a
problem.If I wanna be sure that this is PM,one way to do this is Space + P.Don't have to type the M,
Enter.It's likely to display this way.Another approach to this is to use 24-hour time.So that's 15 colon
44.Probably don't wanna use both of these in the same column,but you can certainly do it that way as
well too.Now, if the times you're entering are on the hour,you need only type for example three space
P.That's 3pm.Five space A, 5:00am.Implied and you get the am/pm display there.If you've got a mixture
of dates and times here,suppose I'd copied the data from other sources,maybe the date, a lot of it looks
like this.So, for example, if I've got 23 colon 30,and that's certainly a valid time,and two colon 10, that's a
valid time,any of these, if you want to standardize all of these,maybe for the whole column,keystroke
shortcut for times is Ctrl + Shift + @.That's the number two key, so, sometimes you'll see itdisplayed as
Ctrl + Shift + 2.And that's the standard display.But by all means, when you're seeing datesin the same
general area on a worksheet,you probably want them formatted the same way.And if you don't like any
of these formats,you can easily press Ctrl + 1,that takes you into Format Cellsand of course lots of
choices here on the Number tab,in the Time group here.Sometimes you might want to create a time
series.Maybe you work for a transit company,and you're setting up schedules for a bus,and the first bus
of the day leaves at 5:45.And you're likely to type it that way.And the next one leaves at the 6:05,but
after that, for the next few hours,the buses are going to be leaving,not a 20 minute interval like we see
here,but maybe every 11 minutes.So, next entry, you'll type just the next entry, 6:16.Highlight both of
these.That's an 11 minute interval.We'll drag down, not sure how far maybe,we'll drag down far enough,
let's say, into the 9:30 area,maybe a bit farther here, at some pointwe say, "OK, good enough."Starting at
this point, now it's going to beabout every 15 minutes, something like that.So we'll put in the other
times, maybe in a similar way.So you can easily create a time serieswhen the interval is the same.And
you might have seen in a previous moviehow we did this with dates.And although you're less likely to
use times,these same techniques, the ideaof selecting cells with a particular interval,you can copy that
downward or upward as the case may beto repeat the interval.Do be sensitive at different timesabout
that am/pm difference,and keep in mind if you enter dates properly with colons,you then open the door
to use math calculations when neededwith this kind of data.

Use custom lists for rapid data entry and list-based sorting

- [Voiceover] We're looking at a work sheetcalled Autofill, one we've seen in previous movies.But over in
column I, and to the right,we see some lists.The list in column I goes all the way down to row 23.23
different entries there.Also a list over here.And over in column M, we see the alphabet.Now, in Excel you
can use what's called a custom list.And you can use it for two major reasons.Here's one thought.I use
this data often.I often need this list.Now, you might've seen in an earlier moviehow easy it is if you want
to put in monthsand often you start with January,or simply J-A-N, either way.And if you type in any
month in the entry,you can drag from the corner once you've started the entry,and get next month, next
month, next month.Wouldn't it be great if on any worksheet,because you need this list,what if you could
type ADCand drag from the corner and get all these others?Now, the other list to the right may be not so
obvious,we'll get to those momentarily.But, let's focus on this list.Again, you've identified the need for
this often.And let's say most of the timeyou probably want this alphabetizedso your list is
alphabetized.That's not a requirement or any kind of a prerequisite.There could be another list just like
this,yet it's organized hierarchically.You might need a list like that in a different order.But this data is here,
let's highlight it.We're about to create what's called a custom list.And one of the major reasons for using
itis because we want to use it oftenand we don't want to type these entries all the time.We don't want
to be forced to go to a different fileand copy, paste this information.So it's highlighted.We go to the file
tab in the ribbon.Down the far left side,the very last choice is called options.Let's go there.It opens the
Excel options dialog box.Off to the left, choose advanced,and scroll down to the very bottom,
practically.And we eventually will see edit custom lists.Built in custom lists consist ofdays of the week,
months of the year,and their appropriate abbreviations.We see them there.Those are built in, you can't
touch them.You can't change them.They're there.But, we've got our data highlighted in the
background,here's the import button, click,and there we see it.This has been added to the custom
liststhat we have already.Click okay, click okay.That's now available in any worksheet.We don't need this
list here.I might keep it here for reference for a little bit.We have changed our Excel settings.So, on any
worksheet at any time,maybe an empty worksheet here, sheet two,I'm setting up some data.I'm gonna
put the heading in later.I want to see ADC first of all, right here.I'll press control + enterso the active cell
doesn't move downward.And I'll drag from the corner.It's about 25 or so, I forget.I'll drag down
there.Whoops, bit too far, that's okay.I've copied all of these.It repeats since I dragged it a bit too
far.Don't need that, get rid of it.So, that's available at all times.Now, every word that's in thereis
potentially the start of a list.Now, for the moment I'm not thinking about that list.The word operations is
in here,that's a fairly common word.You might see it in a different context, so,maybe working elsewhere,
different worksheet,I've got the word operations in here.Maybe I need to copy that a few times.In a few
cells below it, I want to repeat it.I drag from the corner, what do I get?I start getting the other data that's
below itin that list because it's part of a custom list entry.I get the others.If I'd really like to see this
here,I'll simply hold down the control key and drag downward.That's probably not gonna happen too
often.But just be alert to it.So even though we begin with ADC,and maybe that's the way we're likely to
seethe list most often,we can actually start with any of them.Since it's only three letters, that's a good
starting point.Makes it faster and certainly less typing.That's certainly one major use of this ideaof a
custom list.But here's another use.In column K, we see a list over here.Now, that doesn't mean a whole
lot.It's not alphabetized.It suggests maybe an order that we might want.Let's put it in context.The
worksheet called HR Listin this particular workbook right here.We've got a status column.And the only
entries in the status columnare full time, contract, half time, and hourly.You can see them all at least
once in this column here.Now, I want to sort the list by status.So I go to the data tab,I need only click in
column F.Click the A-Z button,I've sorted the list.And it's alphabetical by what's in the column.What's
first, alphabetically,contract appears before full time alphabetically.And that's why contract is firstand full
time comes later.But I really want the full time people to come first.They run the company, the
organization,I want their names first.I'd like to be able to sort by the order of that list.Now, I might have
it on this worksheet, I might not.It's not there, it doesn't have to be.I'll jump back over to that other
sheetwhere I have the list, there it is.I want this to be a custom list.So I've got the data highlighted,and
then, like before with this other list,I'll go to the file tab on the ribbon,options down the left hand
side,once again, in the Excel options dialog boxchoose advanced.And in the list here, scroll down,edit
custom lists,and since I've got it highlighted, simply import.If I didn't have it highlighted, by the way,and
it wasn't on a worksheet,I could be typing it in this panel right here.Called list entries.Typing the entry
and either pressing comma,or enter after each one.So the list has been imported,we see our previous
lists that we added before,it's there as well too.We've added this one,click okay, click okay.Now, back to
the other sheet.HR List.I'd like to sort this by not the order that we see here,not alphabetically,but by the
order of that custom list.We can't use the A-Z, Z-A buttons.We use the larger sort button.And in the sort
dialog box,we want to sort by status, values,but not the order A to Z.Or Z to A.But by order of a custom
list.And which custom list?Well, it's the one we just created right here.Click okay, and okay.We're about
to see the full time people appear first.And there it is.And then later, we'll see the othersin the same
order that we see them in that list.So it's the full time people first,and then later as we scroll down
here,we'll be seeing the half time people.And then contract, and then hourly.Now, the reason we
created that listwas different from the reason that we created the other one.But we can use them in the
same way.Now we wouldn't need to use this for sorting purposes,it's already alphabetically.Now,
occasionally, we might need this list handy.We don't have to type it,we don't have to copy, paste it.And
so what I might do, in a different context,different sheet, maybe I just want to list those over here,I'll
type any one of them.It doesn't have to be full timealthough often it's likely to be.I'll type in full time,
press control + enter,and drag from the lower right hand corner downward.If I drag a bit too much, it'll
repeat.Don't need that, get rid of it.I've got my list handy and available at all times.Now, I'm gonna go
back to this HR listand point out something.I've created this sort this way,maybe you need a copy of the
workbook.I send you the workbook, you open this,you see how it's sorted and so on,you might want to
sort it by department.So maybe you'll sort it by department.If later you want to sort it by status,you
won't be able to do that the way I did it,unless you create your own custom list.So when you create a
custom list,and set it up properly,you are changing the Excel settings on your computer.And so, the
custom lists that we used here,even though you might have it on the worksheet somewhere,is not part
of this file really.In other words, I send this file to you,you can't sort in this orderunless you create a
custom list.That's something sometimes people overlookand they're wondering why they can't sort in
that same way.You have to create the custom list.The custom list need only be done once,it can stay
there indefinitelyuntil you decide to get rid of it.And if you do, of course,you go back to the file tab,
down to options,and at the same place where we set it up,and then delete it from that
point.Occasionally you might need another kind of list,here's one off to the right,that's simply the letters
from A to Z.Now, how often do you need that?Probably not a whole lot.It's not built in.But here it is right
here.I could certainly highlight these here.And the only reason I'm pointing this outis a couple people
have asked me how to do this.And does this work for upper and lower case?Yes it does.You can enter the
letters either way you wish.First of all, here they're all caps, that's fine.It's highlighted, file tab,
options,once again, advanced, scroll down,nearly to the bottom, edit custom lists,import, there it is,
okay, okay.In any worksheet, at any time,type in A, doesn't have to be upper case,drag from the corner,
we'll get all the others.If it is upper case, that's fine too.And we don't have to start with A,although often
we would.Same general idea, starting here with E.There we go.Different uses of this feature called
custom lists.And again, remember, these are settingsthat you are creating in your installation of Excelon
the current computer.But they're handy, as we've seen,for a variety of situations.

Enhance editing tools

- [Voiceover] We're looking at a budget worksheet here,Projected Budget 2017.We want to do some
editing over in column A.I think it's a good idea if you're about to edit,zoom in on the data you're about
to edit.Now there are three major ways to start editing.One is rarely used anymore, but a lot of people
willclick a cell, suppose it's A8, click it,and they'll go into the formula bar.But if you zoomed in
sufficiently,the data's often larger in the actual cell itself,maybe even larger if you zoom in.And so you
could start the process,and imagine maybe the active cell is somewhere else,double click in the cell.So I
can point into A8 here and double click.If I happen to double click on the right side,it puts the cursor at
the end of the text.Now maybe the change I want to make here is involving a wordfor the left side of the
cell.Remember the active cell could be somewhere else.Maybe we want to change the word goodsor
add something to it.So I'll double click maybe in front of the word goodsor after it, somewhere there.And
this truly isn't a pointer the way we customarilysee a cursor, but I'll point right there near Gand double
click, and we see the cursor right there.If I'd like to actually use the word goodsand select it, I'll double
click.Maybe I want to change that to the word items.Good enough, I've changed the word.If I'm finished I
could just press Enter.Also, and particularly if the text is longer,and maybe longer than this, when you
double click in a cell,and you can do this from the formula bar as well,if you want to move along a word
at a timeafter double clicking, Control + Left Arrowmoves the cursor leftward a word at a time.See what's
happening there.And Control + Right, of course the other way.Also, and particularly if the text is longer
than this,if you want to go to the beginning of the line, it's Home.If you want to go to the end of the line,
it's End.So we can also use that feature too.You can also do what's called rich text formatting.I'm going to
double click items here,and I want that to be red,so on the ribbon menu system,some of these buttons
are active.I can use bold right now, take it off or use it that way.I can make it be italicized or not and
underline,and so some of these features are available.Maybe I'll make it be red.Red is right there, so we
can do that as well.And if I'm finished here, I can click outside of itor simply press Enter.If I don't want
any of those changes,of course I'll just press Escape.I do want 'em, so click Enter.So lots of ways to
approach this.There's a third approach, not used very widely, called F2.F2 and that activates editing
immediately on the spot.You can also use that too.There could be a time too when you're tryingto edit a
whole bunch of cells.Here's a small example, but you could use itin larger context too.I want to put
numbers in all these cells.It's going to be the same number.It's going to be 125.And maybe it has text
with it, so 125 chapters.It could be any word, of course, or any text.I'll press Control + Enter.The cells are
still active and I meant to type 110,so I can edit this by pressing F2,and I'll simply change this to be
10.The other cells are active, I'll press Control + Enter.So much of the time when you're editing,simply
double click,and even if you haven't zoomed in,in some context much of the time,you just want to
double click.You can still see the data reasonably well.Keep in mind too a very simple basic fact about
Excel,you don't have to edit if you simply want toput in something new.I want to change that number, or
change that word.I want the word items there, I'll just click right thereand type items.I simply don't have
to replace what's there, and Enter.So some basic editing tips to make that chorea little bit simpler and
easier.

QUIZ

You are assigning four-digit codes to your employees, which will match their keycards. If you want the
first number to be 1010 and then each subsequent number 10 numbers higher, what should you do?

 Type 1010 in the first cell of a column, and then hold down the Ctrl key and drag downward.

 Type 1010 in the first cell of a column, type 1020 in the next cell down, and then drag the 1010
cell downward.

 Type 1010 in the first cell of a column, type 1020 in the next cell down, and then highlight both
and drag downward.

Li wants to create a date series for monthly meetings, starting in September. When she types SEPT in
cell B2 and drags down, SEPT keeps repeating rather than advancing month by month. Why?
  Abbreviations must be three letters.

 A date series must start in January.

 Dragging is not the way to have months change sequentially.

You have a workbook merged from three colleagues' workbooks. The time-of-day cells are in three
different formats. How can you quickly change them all to the same format?

 Use the keyboard shortcut Ctrl + Shift + @.

 Right-click and then change the format in Format Cells.

 Use the keyboard shortcut Shift + @.

7- DRAG AND DROP TECHNIQUES

Accelerate copy and move tasks

- [Voiceover] One of the most common kinds ofdata manipulation you use in Excelis copying data or
moving data.And although the process can be a two step process,we can move data by cutting and
pasting,we can copy data by copying and pasting,and sometimes, those techniques are appropriate.At
other times, it's gonna be a lot simpler and fastersimply to use the mouse to drag data.Simple example
here. I've got some information.I want this to be farther down on the sheet.I've got it highlighted. I'll just
drag any edge.Maybe the bottom edge. I need it down at row 10.I'll just drag it down there.Could hardly
be simpler or faster.I'll change my mind. I'll move it back up here to row two.Easily handled. I might have
totals in here.I don't just yet, so I'll highlight these cellsI'm using the Ctrl key to highlight these,and a nice
shortcut, Alt+=, put in totals there.I'll readjust the column widths,click in the upper left corner,double
click any column boundary,and there we are. Got some totals.Okay, we move the data again.We do have
formulas here, and they refer to datain rows three through eight, and if we move our data,what
happens? Probably know ahead of time.This time, I'll drag from the topjust to point out we can drag
from any edge,drag it down here, and as you would hopeand expect, sure enough Excel gets it
right,we're now looking at data in rows 12 through 17and the form has get adjusted.I'm gonna press
Ctrl+Z to undo back up top.What if we wanted to make a copy of the data?We're gonna copy this to a
different location.The data's highlighted. Couple different ways to do this.First of all, zoom back a little
bitso we can see this better. If I wanna make a copy of thisin row 13, I can drag any edgewith the Ctrl key
held down. Now we don't have itheld down yet, but if I do, you'll see atiny, little plus that accompanies
the arrow.Soon as I hold down Ctrl.I'll drag it down so that the top is at row 13,and I'll be sure to let go of
the mouse first.If we wanna keep it looking like this,we'd wanna readjust the columns again.Click in the
upper left corner,double click, there we are. Once again,I'll undo, Ctrl+Z. Ctrl+Z. There we go.Another
way to copy, one advantage,one disadvantage, this time I'm gonna be usingthe right mouse button, but
the advantage isno key is held down. I'll drag this to another location,maybe even to a different set of
columns over here,when I let go of the right mouse button,I have to make a choice. Now, I probably
didn't forgetas I was dragging if it was a move or a copy,but if it's a copy, there it is.Didn't have to hold
down the Ctrl key.I probably would not use that for a movesince it require the intervention of the
menu,but we're certainly able to move dataor copy data with the right mouse button as well.Once again,
I'll press Ctrl+Z to undo that.Now, sometimes you got data andyou'd like to move it to a different
location,maybe even on a different sheet.If you got some data highlighted,maybe it's just this data for
the moment,I'm starting to drag this, and look what pops upat the very bottom of the screen in the
status bar.Drag to move cell contents, use Alt key to switch sheets.So I'm holding down the Alt key,and
dragging onto Sheet3. When I get to Sheet3I can let go of the Alt key, and put this anywhere I want.Now,
I have moved the data. I go backto that Sales sheet, it's not there anymore.Maybe I want to reconsider
that. Ctrl+Z.Back to the Sales sheet, there's the data.Possibly, I want to copy this to another sheet.So I'm
gonna drag this now, andI've got the Ctrl key held down,as well as the Alt key, Ctrl and Alt both.I'm going
onto Sheet3, I get there,Now, I can let go of the Alt key right now,but not the Ctrl key. I wanna copy
this.Put it right there, I'll let go of the mouse,and then the Ctrl key. So that was a copy.I'm going back to
the sales sheet.I see what's happening there. So, sometimesyou want to copy data to another sheet.It's a
simple move, you drag the data with the Alt key.If you wanna copy it, you hold down the Ctrl and Alt
keys.And there's even a third situation,probably unusual, and we probablywouldn't use it very often. I'm
gonna set this up,granted this is gonna look a little strange.Let's imagine that, somehow of other,when I
copied the data, maybe earlierI had gotten rid of April by mistake.So, I'm gonna delete this row.Later, I
realize this. So what to I want to do now?Back to the sales data here, I want to take this dataand not only
do I wanna copy it,which means hold down Ctrl, and not onlydo I wanna go to another sheet,which
means hold down Alt, I want to insert it,so I'll be holding down three keys right now.Ctrl and Alt and
Shift. As I drag downward,I'm going onto Sheet3, there we are,I'm dragging upward, I've got all 3
keysheld down right now, I can let go of Alt,but I've got Shift and Ctrl held downand I make sure that the
pointer looks horizontal.There it is, I want it between March and May,I'll let go of the mouse finally, and
there we are.And granted, that last step is pretty unusual.Rarely would you do that, and Iprobably
wouldn't do it either,except for demo purposes. But it does point outthat when we're copying and
moving datamany, many times, dragging the datais more efficient than the two-step processof either
copy/paste or cut and paste.Still, I would think in real life situationif I really wanted this to be on another
sheetI'd probably just press Ctrl+C,jump to the other sheet, and press Ctrl+V.Nevertheless, we've seen
the dragging techniques,and some of the previous examples we saw hereI think make a lot of sense for
simplymoving data, copying data downward,simply drag the data, or drag it with the Ctrl key.

Accelerate worksheet copying and moving

- [Voiceover] Any time you need to move a worksheetto a different location,it's really simple,we simply
click and drag the sheet tab.I wanna move the Sales sheetto the right of Profits.Sales is activeI click and
drag,rightward or leftwardin this case rightwardput it behind profitslet go of the mouse and there it is.At
a later time I might change my mindI'll move it back again.It can hardly be easier.There could be times
that I wannamove more than one sheet.Even though these sheets are empty,sheets three through six.If I
wanna select a whole cluster of sheetsClick sheet three,with the Shift key held down,I'll click sheet
sixand I'll drug sheet three leftward,and I'm actually movingfour sheets at once,and put them to the left
of Sales over here.At other times, I might want to copy a sheet.Maybe I wanna copy,of this projected
budget right here.I like the numbers that I see here,but I wanna run another set of numbersimilar to
this,but with different percentages here.They control some of the numbers below it.So I wanna make a
copy of this.The're different ways to do this,It's certainly Ok to right clickand move or copy.And we can
do that,we can move it to different books.I just wanna create a copyand I can put it on different location
right here.These takes thee or four steps,not the best wayand since it's so easy to move a sheet by
dragging.I wanna do the same kind of thingwith copy, hold down the control keyis the only
difference.Now as I start to drag hereI'm not holding down the control,but if I wanna copy I'll hold down
controland I can drag it leftward or rightward,and notice soon as I hold down controlthat sheet tab has a
plus in it.So I can make a copy of it on the leftwardor if I simply wanna go to the rightmake sure that little
black pointer that you seeis on the right side,let go of the mouse firstand we made a copy.It could hardly
be faster.I'll do it again.Get the Control key held downdrag to the right,there's another copy of it just like
that.I don't really need this oneright click and delete.That's fine I don't need it.So it's really easy to copy
sheetsleftward or rightwardis really easy to move sheets.Occasionall, you might want to copy multiple
sheets,now if you wanna copy sheetsand they're not adjacent to one another,you can use the Control
key.Infact you can use it for adjacent sheetsbut you'll have to click Control repeatedly.So if I wanna copy
for examplethe HR list in the profits sheet,I'll click HR,and now with the Control key held down,I'll click
Profits.And now dragging either one of theserightward can movethese two to the rightfor example right
there.So I've move them bothor possibly could have copied them.Now can we undo these?I'm gonna go
to the undo arrowto the top of the screenbecause that does show as previous entries,and we don't see
those features in the undo category.But of course we can certainly movethese around manually and in
different ways.If you do a have cluster sheetyou wanna move it at the same timeas we saw earlier you
can click one,and then Shift click at the other end,of the group that you want to move or copy.If I wanna
copy of all of these here,I can drag leftward herewith the Control keymake a copy of them over here.So
lots of different techniques.Now it's also quite possiblethat I might want to, make a copy of sheetsto a
different workbook.And it could be to an open workbookor it could be to a brand new workbook.I want
to copy this projected budget 2017to a workbook and I haven't opened yet.Right click, move or copyfirst
order of the business make sure it's a copy.To book, what!Drop arrow,a new book ,right there, look
OK.And we'll go to the new bookas we see this copy,that's book five.Might be book one,two, three,
four,but it's a new workbook.I will rename it later of coursebut we made a copy of these.I'll jump back to
the other workbookwith Control +Tab.So you can always copya worksheet to a different
workbook,whether you got a workbook open or not.You can copy to a brand new workbookwhen
necessary.And again that's with the right mouse button.So different techniques herefor moving or
copying.Remember much as a timea simple drag to move a sheetor Control drag to make a copy of a
sheet.

Drag and insert cells with the Shift key

- [Voiceover] We're looking at a worksheet called HR List.Imagine if we want to move the status
columnto put it between Columns C and D,just to the right of Department.A standard technique is to
right-click Column D,insert a new column, move this data over,then possibly get rid of the other empty
columnthat we might have,but it's a lot faster if we simply drag the datawith the Shift key.We can do this
for entire columnsor entire rows or just cells themselves.So for example here, if I want to move the
status column,and there's nothing else in this worksheetbelow this except status entries,I'll drag the left
edge with the Shift key held down.You don't have to hold down Shift immediately,but why not?So I drag
it leftward here, and notice howwe see this I-beam indicator.I can drag it over here, there, how about
right there?I'll let go of the mouse, and I've moved the column.We can move columns left and right,we
can move multiple columns.If for whatever reason later,I say to myself I want social security and phone
numbersto the left of Department,I've got both columns highlighted.I drag the left edge with the Shift
key held down,moving over to the boundary between C and D,there it is that way.I'll do a few undos
here, Control Z, Control Z.Another technique, not quite as handy,but you could use it as well,once again I
want to move Status leftward here,put it between columns C and D.I'm going to drag any edge of the
datawith the right mouse button,I'm going to put it on top of Column D here,right here, and let go of the
right mouse buttonand here I want to shift right and move.Now what are we shifting to the right?The
data that currently is in Column Das we move the Status column into Column D,and that happens that
way.I think that's probably not as efficient,and the wording's a little bit strangeuntil you become used to
it.We can also do this with rows or parts of rows.If you look at this data here where we seeSales and
Expenses and Profits,it's a little bit strange to be seeingpercent of sales change here,but then percent of
profits and then expenses.Isn't this backward?So once again, we can either select the entire rowor
possibly, if there's other data off to the right,maybe we're not seeing it right now,we can highlight
cells.Then I'm going to drag this upward,using the top edge,but not just drag it up,I'm going to hold down
the Shift key and drag upward.I let go of the mouse and we've moved the data that way.So whether it's
an entire columnor an entire row or part of a row, just cells,we can move data upward,
downward,leftward, rightward, using the Shift key,and actually insert data.It saves us that extra step of
insertinga new column or row or cells.It's a really handy feature to be able to useat different times.

Display Paste Special options instantly

- [Voiceover] Excel's paste special dialog box offersa number of different options after you copy
data.Here's one example, and certainlywouldn't be so obvious for starters.I've got some data here laid
outon this worksheet called "Profits"that goes across the screen, and eventuallyI might want to add the
remaining six months of the year.It occurs to me as I look at this,that maybe this would have been
betterhad the months been down column A, or some other column,and sales, expenses, profits, across
the top.So, we can take this data and copy it,perhaps CTRL + C or right click and copy.And out here in cell
K2, I'm going to go to paste special.You can certainly get there by right clicking.Go to paste special and if
you slide oversome of the various options out here, you will come to onecalled transpose, click it and
there's the data.It's been transposed, we flipped iton its corner so to speak, pivoted it.And we got our
months down a columnand the sales, expenses, profits across the top row.Now, you can get to paste
special a lot fasterthan right clicking and going throughsome options like we saw here.There's a keystroke
shortcut.Let me undo what I just did, and use the keystroke shortcut.I've got my data highlighted.I press
CTRL + C.Click over in K2 and press CTRL+ALT+V.Remember, of course, CTRL+V means paste,CTRL+ALT+V,
paste special.There's transpose, ok, we've got our data transposed.On the next worksheet over, called
"Projected Budget 2017",we've got month by month totals here.And although you wouldn't know it at
first,all monthly data from February rightwardultimately is based on January.There are formulas in
column C that are based on January,and the ones in column D are based on February,and so on, and so
on, and so on.This is sample data.What I'd like to be able to do isto take the entries in column B, that's
the January entries,and double them all, or triple them, or whatever.I want to multiply them by the same
amount.So, on an empty cell nearby, I'll just put in the number 2,and copy that, CTRL+C, then I'm gonna
be highlightingthese two cells here, and now using the CTRL key,these three cells, and blow that, these
cells right here.I'm gonna double all these.It'll have a ripple effect throughout the worksheet.That profit
number that we seeover in cell A1 is going to change.I have seleted these cells, and nowI want to use
paste special.So, once again, CTRL+ALT+V, I'll choose multiply.We're gonna double all those, that will
havea ripple effect across the worksheet,and that profit number in cell A1 will change.Just like that.Now,
it looks as if these have losttheir format, and they have.But we can simply take the data right hereand
copy the format easily,highlighting all these cells here.With these selected now, with the right mouse
button,I'll simply drag this data on top of the old.I'm certainly not trying to copy the data, but whenI let
go of the right mouse button,I simply want to copy here as formats only.And that brings back the format
that we had seen.So all the January numbers have been doubled,and those percent increases
havemoved across the screen into other columns.Off to the right here is some other data.This is sample
data.Now, when I click on column X,that's where the hire dates are.Bottom of the screen tells me thatthe
last date of entry here,the last hire date, was in 2014.I like to keep my data up to date,so I'd like to bump
that into 2016.I want to add days to all of these at once.And there are quite a few of them here.It's only
sample data so we can play with it a bit.And I simply want to add, for example, two years.If I want this
number to be a multiple of 7,that means that whatever day of the weekthis is, will also have the same
day of the week.I could add, for example, 364 times 2.That's 728, that's how many days there are in two
years.Well, a little bit short.So, I'll simply copy this.Now, if I copy and paste as I just did earlier,and this
time adding, I will get new date numbers here.We can do this two ways, I'll show you.By right clicking
and copying, or CTRL+C,I need to select all this data now.So, clicking on top cell, I'll hold down the shift
key.Double click the bottom edge.All those cells are highlighted.741 of them, I'm going to press, once
again,CTLR+ALT+V, and this time I'll add.Click OK.They're all bigger, but they've lost their date format.So,
simply on the home tab, click the tab herethat might or might not say "General",but the tab right here in
this section.And we'll simply change this to short date.And now, as we look in the bottom of the
screenand the status bar, the maximum entryhere is February 8th of 2016, not 2014.Let me undo this
because there's another way to approach it,with ultimately the same results.So press CTRL+Z, CRTL+Z.If
we format this 728 ahead of time.So, I'll simply click on one of the datesand with the right mouse
button, drag that overon top of the 728 and copy here as formats only.It looks strange it has nothing to
do with 1901.But, if we now copy, CTRL+C.Come over to cell X2 right here.We're going to highlight all the
cells again.Holding down shift, double clicking the bottom edge,that selects all the cells and once againI'll
press CTRL+ALT+V and add,I'll go OK.This time when we add, the numberswill be displayed as dates the
way we would want them to be.And once again we're back to the February 8th tuttle.We don't need that
date in cell A2,simply click it and delete.So anytime you need to use paste special,you can get there
quickly with thekeystroke shortcut CTRL+ALT+V.

Accelerate Copy/Move/Paste actions with the right mouse button

- [Voiceover] There are some not so well known techniquesthat use the right mouse button for dragging
datain situations where we're copying not just data,but sometimes formats as well.On this worksheet
called Profits,In cell B4, I'm going to change the look of this cell.I'd like to have it be dollar sign first of all.I
could copy the format from above,but just as easily I could press the dollar sign herein the home tab on
the number group.So I wanna add dollar sign.I also wanna add a background color,like a light color here,
maybe this blue right there,and maybe I'll make this italics.And I want that to occur for the other cells
over here.Now I certainly could've highlighted all those cellsand have done the same thing ahead of
time,but maybe I was doing this for awhilejust to make it stand out on a print outand then later I decided
it would look goodall the way across the row.I'm going to point to the fill handle herein the lower right
hand cornerand hold down the right mouse buttonand drag across over into I4.When I let go of the right
mouse button,remember right mouse buttonalways means shortcut menu.So I let go of the right mouse
button,there's the shortcut menu fill formatting only.We'll see dollar signs and blue backgroundand
italics on every one of those.So that's handy at times.Another situation farther down on the list
here.We've got some salaries in column B, 2016 Salaries,we've just calculated the 2017 Salaries,they're
right here.Now, in this example here,let's say we've reached a point wheremaybe these had been
preliminary,but now they've been finalized,and we have potentially two options heredepending upon
what the user wants to do.One example could be,well, let's only have a single column of salaries,we will
re-label this eventually, 2017 Salary.But now we want to move this data over into here.The 95,000 right
there, the 42,389, and so on.Now these are formulas,so we've got essentially two options.We could copy
this data into B12,but not just an ordinary copy.I'm going to be highlightingall these cells here
downward.I'll hold down the shift key, double click the bottom edge.So, I 'd like to copy this data on top
ofthe data in B27 downward,but not copy by actually copying the formulas,I wanna copy the results.So,
one of our top ten techniques,and I've used it in other movies, you've probably seen it.I'm going to hold
down the right mouse buttonas I drag either the top edge, left edge, right edge,it doesn't make any
difference,I'm holding down the right mouse button,I'll drag on top of the data in column B.And when I
release the right mouse button,I'll choose copy here as values only,which really means copy the results
of those formulas.So all the numbers in column B will change,they'll be replaced by the numbers we're
seeing in column C.And there they are.And we wouldn't need this column any more right here,we'd get
rid of that data,eventually change this heading to be 2017.But there's another way we might've pursued
this.I'll press control Z.What if we wanted to keep both columns,but we no longer need these
formulas.We wanna say in effect,throw away the formulas, let's just keep the results.Hereto, we begin by
selecting the data.I've got the shift key held down,double click the bottom edge.And now what we need
to do,is copy this data temporarily into another columnsimply by dragging, and then dragging itright
back on top of itself.So, in one fluid motion and using the right mouse button,I'm going to drag this data
into column D,and then right back on top of itself.Using the right mouse button,then letting go of the
right mouse button,copy here as values only.So what we have left hereis strictly the number as we see
it.No formula, we've thrown the formulas away,we've kept the results.So those are two different
techniquesfor using the right mouse button.Let's go over to the next worksheet.I'd like to make a change
in the visual here,offset the data a little bit differently.For these three cells right here,I want to change
the background color.Go to the fill color bucket.I'll use a light blue on that one,and down here a different
set of colors as well.This time maybe a green.And maybe these down hereI want a different color there
as well too,maybe sort of a pink.There we go.Now, zooming back a little bit.I could've highlighted cells
togetherand done that for the other columns as well,but why don't I just highlight this data here,and
now with the right mouse buttonI can point to any edge,and I'll drag this right word into column I,and as
I let go of the right mouse button,I'm not about to change the numbers,but I do want to copy the
formats,and I've done that.And I can do this againfor quarter three and quarter four,or possibly just
highlight these cells right here.And with the right mouse button,I'll drag this selected area rightward,so
that it lines up with the third and four quarter,and hereto, as I release the right mouse buttoncopy here
as formats only.So we can copy formats in a variety of different ways.That certainly is a lot faster then
most techniques.Now, here's another variation.I wanna go to the worksheet called HR List.There's a
reasonably fast way of moving columns.You might've seen it in an earlier movie.You can drag with the left
mouse button and the shift key,so I'm about to move the status column leftwardwithout the need to
create a new column.And just reviewing that quickly,I'm gonna drag the left edge of statuswith the shift
key held down.I can drag any edge.And dragging it leftward to here,letting go of the mouse, and I moved
it.Let me undo it.Another way to do this,and we can do it with one or two columns as necessary.Start
with just one column.I'm gonna drag any edge,this time with the right mouse button.I'm gonna drag it on
top of Social Security,and as I let go of the right mouse button,how about shift, right and move.Now,
what are we shifting to the right?The data in column D.So the data in columns D and E are gonna move
rightward,as we shift this data from column F over into column D.Same affect as I had before,but by way
of a menu.And so at different times you might want to do that.There could be the possibilitywhere you
might want to actually copy this insert,now I really don't wanna do that here,and the context really
wouldn't call for it,but just to show that it could be doneI'm again, gonna use the right mouse buttonand
drag this data from any edge over intocolumn L.As I let go of the right mouse button,I could shift right
and copy.That's gonna make a copy of the data,and the New Salary and Tax Rateare gonna move one
column to the right,even though there's nothing in them,but the label certainly moved to the right.So,
there could be timeswhen you want to use that as well.So we've seen different techniques hereof using
the right mouse buttonto drag data in different directions,sometimes to copy formats,sometimes to copy
and insert data,and sometimes simply to copy formulasand turn them into their results.

QUIZ

What is the keyboard shortcut for Paste Special?

 Ctrl + V

 Ctrl + Alt + V

 Ctrl + P

You copy a column of data to another column but do not want the formulas. You highlight the data,
holding down the right button of your cursor, and then drag to where you want it. What is next?

 Release the right button, and then select Copy Here as Formats Only.

 Release the right button, and then select Copy Here Without Formulas.

 Release the right button, and then select Copy Here as Values Only.

You want to copy a block of highlighted data to Sheet 2 in your workbook. How can you do this by
dragging rather than using Copy and Paste?

 Hold down the Alt key, drag the data to the bottom of the sheet, drop into Sheet 2 on the Status
Bar, and then release the Alt key.

 Hold down the Ctrl key, drag the data to the bottom of the sheet, drop into Sheet 2 on the Status
Bar, and then release the Ctrl key.

 Hold down Ctrl + Alt, drag the data to the bottom of the sheet, drop into Sheet 2 on the Status
Bar, and then release the Alt key.

How can you most quickly move the highlighted column F to appear to the left of the current column D?
  Drag the left edge with the Shift key held down to the I-beam indicator at the left edge of
column D, and then release your mouse.

 Drag the left edge with the Alt key held down to the I-beam indicator at the left edge of column
D, and then release your mouse.

 Drag the left edge with the right mouse button held down to the I-beam indicator at the left
edge of column D, and then release your mouse.

8- FORMULA SHORTCUTS

Create formulas rapidly

- [Voiceover] You can write certain kinds of formulasmuch faster if you're using entire column
references.We're on a worksheet called HR List.I'll click one of the cells,for example, in column G,just
double click the bottom edge.It's 742 rows.Now, we might want to get a total here.Keep in mind, you can
click a column letterand depending upon how you have totals displayedin the status bar at the bottom of
the screen,you might be seeing a total that's readable and workable.But we might want to have this data
on the worksheet.And if we were simply typing in a formula herefor total compensation,we certainly
could be typing equal sumand refer to K two down to K 742.Nothing wrong with that.But there certainly
is a faster way.There's nothing in column Kexcept those compensation numbers.So, if we want to write a
formula in cell M two,why not simply begin with a shortcut for AutoSum?That's alt + equal.And we
certainly don't want to add up those two cells.Excel often makes a guesswhen you put in the sum
function this way.In this case, obviously it's unacceptable.I'll click column K.It's gonna be a lot easier than
draggingfrom K two downwardor typing in K two colon K 742.I'll just click column K right now.That's a lot
shorter, easier to read.And the other big advantage, of course,is if this list grows or shrinks,we don't have
to change this formula at all.We're all done.And similarly with average, equal average.And I'll show you
two ways to do this.First of all, you could type it out.And as a reminder too,when you start to type a
function,if you see it right here,you can click it and tab it into place.Hardly necessary here, but
nevertheless.And now we're at the same pointwe were with the sum function.In one sense, there's no
right parenthesis out there,but we don't need that anyway.We'll just click column K,and once again enter,
and we're done.Obviously we'll clean up the formatting here.The average job rating.This is another
average.This time we use it a different way.The AutoSum button, found on the far right on the home
tab,far left on the formulas tab,has a little arrow associated with it.Let's just choose average from
there.And this time, we want to do this for job rating.We'll just click column J and enter.And eventually
we'd clean these all up.Might as well do it for the entire column.We can change this later.Just use comma
here.That's probably gonna be acceptable at least for a while.We might adjust these differentlybut we
quickly have our totals.And every time you see a column reference like this,recognize how flexible it is
and how easy it is to use.Now keep in mind too,if this data did include interim subtotals,we can't use a
formula like this.If we had only a grand total on the bottom,we could use this and then divide it by
two.Now, with other functions this is goingto come into play as well.Some of the countif sumif type
functions.For example here, we're trying to getan employee count of our full time people.That's the data
over in column F.Equal countif.Now once again, we don't need to highlight the datafrom F two down to F
742.We're looking in column F, so we simply click it.Comma.If we didn't have full time in the cell
nearby,in cell M seven, in this case,we type double quote full time double quote,but now we can just
refer to this cell here.And I'll press control + enter hereand we simply want to copy this downinto the
next three cells.And we wouldn't want to see the decimals there.They're irrelevant so let's not see
them.So the same kind of use here of an entire column reference.And down here we can dothe same
kinds of things with compensation.In fact, I could just copy these downwardusing the right mouse
button,drag them down here, copy.And I'll just press F2 to edit.I'll change this to be a sumif.And this
time, we want to add upthe actual compensation amounts.So sumif is very much like countif.You
might've seen it.We're looking in column Ffor all entries that are full time.Comma.And when we get
there,we'll use the data in column K.When you do use column references like this too,they are in parallel,
so to speak.Now with addresses they have to be exactso if we were showing, for example here,F two
colon F 742,then over here we should be seeing K two colon K 742.So once again, more flexibilityas we
work with this idea hereof using entire column references.And we're all done there too.Now, on another
worksheet, just to the right,it's called City Sales.I'll zoom back on this a bit.We've got totals here for
various cities.And down below, we might want to come upwith an east total, a midwest total.Now as I
zoom back here,some of the pound signs emerge.We'll just click in the upper left corner.Double click any
column boundary between the letters.There we are.So an eastern total.Looking at the cities hereand
knowing your United States geography,you recognize that it's New York and Bostonare the eastern
cities.So, let's start with AutoSum again.Alt + equal, but we don't want to add up that data.I'm going to
click row threeand then comma, click row 13.Now that looks kinda funny.But looking at the visual and
recognizing what I did,I selected row three, I selected row 13,the notation maybe does look a little bit
strange,but this means add up all the data in row three,add up all the data in row 13.We're done.And a
quick verification, you can click row threeand holding down the control keyyou can click row 13.And
what do we see in the status barat the bottom of the screen?The total is 1636269.Same as we're seeing
right here.I'll do just one more here.The midwest total.Once again, start with alt + equal,that saves us the
time of typing that.The two eastern cities we see hereare Chicago and Cincinnati.And because they're
adjacent here,we can just click and drag across rows six and seven.Like that.Six colon seven, of
course,has nothing to do with the actual values of six and seven,it's the row numbers.And here too we
have an answer,and once again dragging across rows six and sevenjust to verify.And of course, you don't
have to do that all the timeonce you get used to the notation style and using this.So that's going to save
a lot of time.It's unlikely you'll be using row referencesnearly as much as you will be using column
references,but they both work quickly and easily.And you might use them at timeswhen you're using V
look up.It'll simplify the look of long formulasparticularly when you're using V look upswith different
worksheets being involved.

Select all cells that depend on the active cell

- [Voiceover] This worksheet called Formulashas a lot of formulas in it, and you've discoveredafter
looking at it for five or 10 minutesthat cell B3 is pretty important.What you'd like to be able to know,
also,is if you change B3, what are the implications of that?Which other cells will change?In other words,
which cells have formulasthat refer to B3, or even going a step further,which cells have formulas that
refer to othercells that refer to other cells that refer to B3?And so on and so on.So we can get there
quickly with a keystroke shortcut.Select the cell we're interested in, in this case B3,and press Control
Shift ]That key is two letters to the right of the letter Pon most keyboards, and whether you say right
bracketor right brace, ultimately we mean the same thingbecause we're holding down Control and
Shift.So what happens?These cells are highlighted.I'll scroll up and down a little bit.There are a few down
there as well.Now, if you want to you can apply a color to these,and for the moment, maybe you'll keep
that handy,you might change that later, but if I go to the Home tabhere, I'll just use the Fill Color
bucket.Pick a light color so you can see the numbersthrough it, maybe yellow is just fine.So we know, at
least right now, all theseyellow cells have a dependency on B3.But if we want to start checking the
dependenciesof other cells, of course we're gonna geta little confused as to what gets highlighted.So
applying the color maybe has a short interim use.I'm gonna press Control Z to undo it.There's another
approach to this as well,and that's to use a feature on the Formulas tab.Not as instantaneous, perhaps,
but it has an additionaladvantage, its trace dependence.Now, don't click it just once, though.If you do
click it once you will be pointing to formulasthat have references to cell B3 specifically.So if I click here,
for example,you see the formula has a B3 in it.But what about cells that refer to this cell?This is G5.Let's
go back to it, make sure that B3, again,is the active cell, trace dependence repeatedly.If you have a
speaker on, at some point you'll hear a beep,otherwise you'll stop seeing the lines and arrows
appear.That looks like there are a lot of dependencies out there.We want to say it in the right way,
too.This doesn't mean that all these cells will change,it means that they could change.So for example,
there's a formula out in cell L9.We don't see any F3 there, but that refersto E5, and E5 has a formula, and
it refers to B3.So depending upon the natures of the formulasand the kinds of changes we
make,changing B3 doesn't necessarily mean all of these othercells that have blue dots or arrows in them
will change,but it certainly means those cells could change.And when you do this, also look around for
an icon.You don't always see them, but here's an icon right here,and that icon represents another
worksheet.This could be to another worksheet in the current workbookor another worksheet in a file
that's currently open.And what are we saying here?There is a formula on another sheetthat gets data
from this sheet.And when you think about it, if you click on a cell,the formula is gonna be related to this
cell F11,do we see anything here about data on another sheet?Not at all, the formula is F10+B7.So what
we're saying here is there is a formulaon another worksheet that gets datafrom this cell, and that means
the other cellon the other sheet is dependent on B3.You don't get this when you use the keystroke
shortcut.So how do we find out what this is?We want to double click the dashed line.In some cases you
might have to zoom in even moreto make it a little more obvious.I held down the Control key and used
the mouse wheel there.So double click the dashed line,and that brings up a dialogue box.It tells you
where that reference is.This is in the current workbook, it's on a sheetcalled AutoSum, and it's in cell
A22.And we can go there, if we wish,by clicking here and clicking OK, or simply double clicking.So it's
highlighted, it's down in cell A22,we see a formula there, I'll double click it,and what are we saying here?
On this worksheet is a formula that gets datafrom cell F11 on the worksheet called formulas.That's
where we just came from.So back to the formulas sheet, and there we are.Cell F11 that we see right
here is referred toby a formula in another sheet.So this is really a powerful tool when you think about
it,because there's no other way of knowing,as you look at this worksheet, whether there are formulason
other worksheets that are using the data from here.When you're on the other worksheet you might
discover it,but think of how many there could be,and how would you ever track that down?If you want
to track the dependencies of other cells here,you better get rid of the arrows first.How about Remove
Arrows.So remember, the keystroke shortcut Control Shift ]a technique using trace dependence
repeatedlygives us that additional measure of not only highlightingthe data better, but showing us
linksthat exist on other worksheets.Eventually here, remove the arrowsbefore checking other
dependencies.

Select all cells that can affect the active cell

- [Voiceover] Sometimes you need to know where a cellgets its data from.Click on the cell with data.Of
course its just raw data.This is the number 66.Click on a cell over here.It's got a formula.This cell is getting
it's data from cells B1, B4, and B3.And M1 as well.So sometimes we want to know, say the bottom line
total.Where's this coming from?Here's a number at the bottom hereand another total to the left of it.A
simple little formula hereand it tells us we are going to get the dataeither from cell L11 or K27 depending
uponwhich one is larger.If we go to either one of those cellsfor example K27 just to the left of it right
herethat's got a formula as well.And we can start tracing those two cells as well.In this case, G26 and
G37.What we are talking about here is the oppositeof the feature called dependence.We'd like to know
the cell's precedenceor phrased in a different way,show me all the cells which if alteredwill change this
result.We'd like to see all the formulas that feedinto this.Any time you use this feature, the cell you're
choosingmust have a formula in it.The feature we are talking about is trace precedence.We see this on
the formula's tab in the ribbon.But there's a keystroke short cut.Control + Shift + ]Zoom back a little
bit.All those cells that are grey have data or formulaswhich if altered could change that total.You'll notice
in some cases there might be someblank cells so over here, we don't needto go into right this moment,
but thesecells are referred to in a formula.Maybe below, maybe not.Perhaps they are being added.So if
those cells are changed it couldhave an impact on that total.So we get a good quick visual here of all
cellswhich if altered could change this total herein cell L27.And like its counterpart, dependence
there'sthat choice on the Formulas tab in the ribbonof creating arrows here.Let's trace the precedence
of this cell.Show arrows to indicate which cells affectthe value of the currently selected cell.Trace
precedence.Keep clicking it.If you have a speaker on it will beep eventuallyotherwise the lines will stop
appearing.So all these cells with blue dots and/or arrows in themif altered can make changes.Most of
them have formulas but certainlysome of them do not.There's one that doesn't right there.It's just a
number.But if we change that number it willhave impact on the formula.And it doesn't necessarily mean
the formula will change.It depends upon the impact of the change andhow the data is being used in the
other formulas.And I'm going to zoom in in the upper leftcorner here because sometimes what you'll
seeis a reference from another sheet.In fact, earlier when I clicked on cell E5,you might have noticed and
I'll double-clicknow, that there's a formula here that is gettingdata from a different worksheet.It's called
Rounding.It's in cell M1.We can jump over there.We can also see it by way of double-clickingon this dash
line.Any time you see a dash line on the icon herethis refers to a different worksheet, either in
thecurrent workbook or in another workbookthat's open.So there's data on another sheet here that
thisformula is using.I'll double-click the dash line.Once again we see this.So this isn't exactly new
informationright now.We saw it as we double-clicked on cell E5 in the formula.We could jump over there
by clicking OK if we wished.And it's just a piece of data, that's all.Nothing on this worksheet shows us or
indicatesin any way that the data is being used elsewhere.But when we jump back to the formulas tabwe
recognize that, yes, that .03 the value being usedin this formula is coming from the Roundingsheet that
we just saw.So this is a great feature.Like it's counterpart, traced dependence, once you'vemore or less
explored the precedence of this particularcell and you want to explore the precedenceof another, let's
remove the arrows before we proceed.There is an advantage to the keystrokeshortcut that gives us the
answer quickly.It does not however show us references onother sheets.So once again CTRL+SHFT+ ].

Use AutoSum shortcuts

- [Voiceover] Excel's AutoSum featurecan be a real time saver.Anytime you need to add data from above
or from the left,you can potentially use it.I want a total in cell G 2, their numbers off to the left.First of all
there's an auto sum button found in twodifferent locations in the ribbon menu system.If you're on the
home tab, it's far right.There's AutoSum.Notice it's keystrokes shortcut, alt equal.That can be even
faster.On the formulas tab, you'll see iton the left side somewhat larger.In both cases there's a drop
arrow below this,that also alerts you to other functions as well.If you want a total in cell G 2, you could
pressthat keystroke shortcut or the icon.I'll simply click AutoSum.In either case here's what
happens.Looks good, we'll press enter.But it could be faster.Once you get used to it, and perhapsa lot of
you are already.Why not just double click AutoSum.That's a lot faster.Or press alt equal and enter.Alt
equal, enter.That's pretty fast too.Sometimes you'll highlight the data ahead of time,not that it's
necessarily any faster but, if I highlightthese cells like this, and press auto sum.Now keystroke shortcut
might be fastest here.Alt equal, we got a total.Let me undo that.Also and not necessarily any better,we
could highlight the cells this way, and press alt equal.Same answer, same approach.Remember you can
use alt equal or the buttonanytime you wish.When you highlight cells ahead of time the advantage is,you
don't have to press the symbol twice or pressalt equal followed by enter.Sometimes you'll want to add
up dataon the right side of cells.If we only wanted totals right here, why not highlightall these cells
together, and press alt equal or AutoSum.Either way we got a total.Different situation, different time you
want totalson the bottom.Highlight these cells.Press alt equal or AutoSum.We also get our answers.Now
pressing control z a few times.If you know ahead of time that you wantedtotals on the right and
underneath the data,just highlight all the data this way.Once again we press auto sum button, or alt
equal.Either way we get our totals.We only need to press the keystroke shortcut oncewithout enter, or
we press the icon once.At different times you might have a conflict.AutoSum is designed to add from
aboveor from the left.It always looks upward first.So if you had a situation like this,and you start to use
AutoSum.I'll use the keystroke shortcut alt equal, what happens?The feature looks upward for numbers
first.I don't want to add those numbers.I'll use the mouse and highlight these.And enter.We can certainly
override it.We can almost make a case for sayingevery time you need to add, start with AutoSum.Now
suppose I want to add numbersfrom different locations here.I can certainly start typing equal sum,but
I'm just going to start with alt equal.It does all the typing.Sure Excel makes a guess and maybeit's not the
data I want to add up.But I'll simply use the mouse.Highlight those two cells because I want to add
those.Comma, and these 3 cells here, comma.And these cells right here.Now obviously I probably
wouldn't be adding datafrom these different locations but I certainly could.And each time I'm separating
with a comma.And I didn't type anything here except 3 commas.That's it I'm done, enter.There could be
times when you want to do averages.I want to do an average here,even though the heading doesn't say
that.I'll click the drop arrow for AutoSum.In either location, in the ribbon.You will see a drop arrow
associated with AutoSum.Let's choose average.Looks good, enter.And in the example down here
earlierwhere I put in these perimeter totals with sum.What if I wanted an average?Not quite as fast, but
nevertheless highlightingthe data this way, using the drop arrow for AutoSum.We use average.So we can
use that button.Effectively we can also use the keystroke shortcutin many situations too.This is really
going to speed up the wayyou create many many different formulas.

Use rounding shortcuts

- [Voiceover] There are many times when you workwith formulas that you need to considerthe effects of
rounding or not rounding.In this worksheet here, we've got some itemslisted by item number in column
A,some prices in column B, and we've gota formula here that's calculating a new price,based on a 2.72%
increase over in cell E1.So here's a simple formula, gets the job done,and we see the other prices.Now,
let's take a simple example here.Somebody orders 10,000 of these.Maybe it's some kind of office
equipment or something.This times 10,000, and you knowthe answer right away, don't you?It's 70,000,
except it isn't 70,000,and somebody has to account for this.What is it?$47.68 there.What's happened to
that, and why is this happening?In situations where you've got certain kinds of formulas,consider, at
least temporarily,making display of the decimals different.Now, a serious mistake that some people make
in Excelis they use these two buttons here,thinking that they're changing data.These are formatting
buttons.They do not change content, but I'm goingto increase the decimal,not only for this cell, but for
all of them,and as I do this, the formula to the right will not change.So let's increase the
decimals,meaning let's show, and that's what the word saysbelow in the description, show more decimal
placesfor a more precise value.The real value here, the result of this calculationas we're seeing it here is
not $7.It's 6.995232, and as I'm doing this,the calculation to the right is not changing,whether I increase
or decrease decimals.So it's pretty obvious here, the real result,although it looked like $7, was not,and
that has implications later.So be thinking about that issue,and consider the use of rounding.Now, I'm
going to use the function called round (,look at the end here , .If we want to round this to the nearest
two decimal places,and, of course, that means penny in this context,we will be changing the result of the
formula here in C2,and that formula to the right in D2will change immediately as I press enter,and there
we see it, and, of course, we shoulddo this down the column, as well.There could be times when you
want to overridestandard rounding and change thisso that it always goes up to the next penny.Change
this to round up.Now, it might not change in this specific case,and it didn't, but as I drag down here
slowly,the next one might or might not change.The next one might, and we see what's happening
here.So we can get different results here,depending upon whether we roundin a standard way or round
up.This overrides standard rounding,or the other approach, as you wouldhave guessed, round down.This
will go down to the previous penny,even if it's .9 beyond the penny.So we'll get some different answers
this way, too,if we use round down.There could be times, too, have to do with pricingor other situations,
you might wantto round to another number, for example,the nearest nickel or five cents.Completely
different function there.It's called mROUND, and it's got two counterparts.mROUND, we round possibly
to the nearest nickel, .05,and here, that didn't change, but as we drag downward,of course, we're going
to see some big changes here.These are to the nearest nickel, the nearest five cents.Once again, there's
that formula,that function using mROUND, and to go upwardor downward here, you might expect thisto
be mROUND up or mROUND down.It's actually ceiling and floor.So if we want to round up to the next
nickel,that's going to be ceiling.Make a change there.I didn't make a change in all of them yet,but these
are going to go up to the next nickel.Some of these will change.Some of them will not.So different
techniques there for rounding.And keep in mind, too, there could be situationswhere you want to round,
for example, salariesto the nearest dollar.In a lot of scenarios, a lot of situations,yearly salaries are
expressed as whole numbers,and they are whole numbers.So in calculating a new salary here,possibly,
you might want this to be to the nearest dollar,and here, we would use round probably( , at the
end ,0.Think of decimal places, to the nearest zero decimal places.So that's a whole number,double-
clicking all the way down the column.I've even seen situations where people were paid26 times a year,
every two weeks.Therefore, their gross pay each two week periodwas a whole number.Now, I'm not sure
if the company approached it this way.Surely, they must of done some kind of math,but if we use
mROUND, we can roundthis calculation to the nearest $26.That would mean that every pay period,your
gross pay would be an even number.So if we do this, we're roundingthe calculation to the nearest 26.So
that's a multiple of 26, and so are all these right now.You divide them by 26 and get an answer and prove
that.So some different aspects, some different effects,of rounding here using different
functions.Remember, if we wanted this to go upto the next 26, we'd use ceilingor down, we'd use
floor.And again, restating what I'd said before,never use these buttons here to change the valuebecause
you are not changing the value.You are simply changing the display,but when you're writing
formulas,consider using these to displaythe real result of a formula.It's very critical in some situations.So
the rounding tools we've seen hereare going to be very effective,as long as you keep in mind the ideaas
to how they work in contrast with the buttons.

Generate random numbers

- [Voiceover] You can generate a set of random numbersquickly and easily in Excel,and sometimes you
might be doing thatsimply to create some sample data,and other times, you can actually use it
creativelyto sort data in a random order.Maybe you have a list of transactions,or in this example here, a
HR kind of list.You simply want to randomize the order,maybe pull a few of these and review them,make
sure you've got them correct,and maybe you're saying in effectthat's a pretty good test of how wellwe're
handling the information here.So if you'd like to sort a list in random order,it could be any list of
course,on the right side of it, just add another column.You don't really have to have a heading,but it's not
a bad idea to just put in a dummy heading.Sometimes when you sort data,if Excel sees a missing label,it
does not sense that that top row is a header row.So put something up there,and then in the first cell just
to the right of your data,type in the function "=rand."This is one of those functions that isfollowed by a
set of parentheses,but there's nothing in the parentheses,and you don't have to type the right
parent,just press control enter if you're going to be copying this,or otherwise enter.A random number
between zero and one.Double click the lower right hand corner,and there we are, a bunch of random
numbers.If we sort this data on that basis,and we can do it very quickly,just have the active cell
somewhere in the column,don't select the column itself, click on the cell,and then on over the Data tab,
AZ or ZA,it makes no difference, either one of these.We sorted the list, and now it's in no particular
order.As you look at each column,it certainly doesn't appear to be in orderby any one of these.It's
randomized.We don't need the data anymore.Click out here, press enter.Now, some of you might be
wonderingif we sorted on this column,why aren't the numbers in order right now?Every time you make a
change in a worksheet,these random numbers are changing.This is a function.You might think of it as a
live function.It's still there.If I go to a different location somewhere,and just type an entry, even a space,
enter.Watch what happens in column L.Just like that.You can also press F9 to force them to change,but
we have no real reason to do that.We don't need this anymore.Click column L, delete the data.A more
creative use of this is to create some sample data.There are all kinds of examples there.For example, I
just need a bunch of datafor some sales figures.I want to experiment with some formulas.I'll just put
them in any range I wish,and highlight all the cells ahead of timerather than copying after putting in one
entry.Highlight all the cells first.And here we're going to use a different function.It's a bit longer.As soon
as you see it, there it is, RANDBETWEEN.You can click it and tab it into place.We can put in random
numbersbetween two sets of values, whatever they might be.So a bunch of random numbers between
1000 and 9999.There's no guarantee, by the way,that in this list, we might have a duplicate or
two.Probably not in a small list like this,but to complete the entry here,because we selected a bunch of
cells ahead of time,don't press enter, press control enter.That's a bunch of random numbers,and if you
don't like the entries that you see there,you could press F9 and they would all change,or if you make a
change in any cell elsewhere.You wouldn't use that technique typically for changing them,but that works
too.At some point maybe you say,ok, that's random numbers, why should I care anyway?They look
good,and when you're finished watching them change,or you don't care if they change or not,you'd like
to freeze them.Easy way to do that, using one of our top ten tips,point to any edge here, use the right
mouse button,drag down, up, left, right, whatever,let go of the right mouse button,copy here as values
only.So we've got our random numbers.And you can do this with dates as well too.For example, I want a
list of datesbetween January 1st of 2015and maybe December 31st a few years later, 2017.This time
maybe I want them down on a columnor across a row or in any range.I'll just do a range this way.I want a
bunch of random dates.=RANDBETWEEN, once again we can tab it into placeas soon as we see it,and
now, I'll refer to these with an absolute address.That's going to be the lower value, press F4,comma,
here's the higher value, press F4,and control enter again,and we've got a bunch of random dates.They
certainly don't look like dates.If you're familiar with the conceptof how Excel handles dates, these are
date values.An easy fix here could be the keystroke shortcutcontrol, shift, pound sign.If you like to see
the dates displayed that way.Another easy to get to format is on the hung tab,in the number group, click
the arrow here,and down to short date.And if that's not enough, control 1will take you into format
cells,pick another date style out here.And once again, if we don't want these to change anymore,we
point to any edge with the right mouse button,drag it into another column, row,right back on top of
itself,let go of the right mouse button,copy here as values only.So it's easy to create a set of random
dates,random numbers, even random times,and we saw earlier how to use the rand functionto sort this
data in a random order.

Count the number of unique entries

- [Voiceover] There are times when you ask yourself,"How many different entries appear in this
range?"For example, in this worksheet called HR List,we see some Department names in column C.This
list goes down to row 742.How many different departments do we have?I think for the other columns
we probably wouldn't wantto know that that much.If we looked at the Status column, for example,you
could quickly seethere are only four different entries there.But there certainly could be times
whenlooking at different lists, you wanna knowhow many different entries are there?Now in a later
movie, you might learn howto create a unique list.You might wanna do that with column C.But let's just
count how we do this.I always wish there had been a formula,and maybe there will be some day,called
Unique, and we could refer to a rangeand Excel would tell us how many different entriesthere are
there.I'm going to insert a new row above row one.Simply right click row one, Insert.This list has 742
rows below it.If I click on a cell and go down to the bottom,I push them all down one, so this goes
downto row 743 right now.Now I'm gonna write a formula here,and the formula is a bit unusual.It's
called an array formula.If you'd like to know more about array formulas,be sure and watch my course
onAdvanced Formulas and Functions.There's a section on array formulas.I'm going to type an unusual
formula,and then try and explain how it worksbecause it's a bit odd.I first saw this formula about 25
years ago.I used it for a long time before actually figuring it out.We're going to count the numberof
unique entries in column C,=sum(1/(countif).We're gonna use the countif functionto check to see how
often these entries are.Now I could click here, hold down the Shift keyand go to the bottom here.I'm
only gonna highlight the cells to herebecause I know it goes down to row 743,I'll just type in the 43
comma.So we're checking all the cells in this rangeand we need to use this again.We wanna see how
often they're equal to other cells.After highlighting these, just press Control + C,and then click behind the
comma, Control + V,right parenthesis, and I'm not going to press Enter.This is an array formula.Now I'll
actually need an additional right parenthesisto make these match.There we are.Instead of pressing
Enter,I'll press Control + Shift + Enter,and there it is, 23 different entries.It's an unusual formula and
because it is an array formulawhen your press Control + Shift + Enter,they are braces around the
formula.You see this in the formula bar, but if you happento edit the cell, if you double click in here for
example,you don't see the braces.So it almost sounds as if I'm making that up as I go,but these are
special kinds of formulas,and they allow us to process informationin kind of a parallel way.Now we might
want this for other columns too,so I'll just drag it across and here and there.Some of this data will be
interesting,and some of it won't be.How many different benefits packages do we have?It doesn't work
there because there are empty cells,and we can see what's going on here.Column H you might not be
able to see therebecause of the indicator but there are 21 over there.698 different hire dates,and there
better be 741 different Social Security numbers.We want no duplicates in the list.I can drag it leftward
too.How many buildings do we have in this organization?There are six different buildings,741 employees,
and so on.So we see the list,but primarily of use in column C.Now, trying to explain this is a little bit
tricky.I'll do it relatively fast and maybe not as completeas I might want, but a simple little example
here.I've got some data.I'm just gonna make it up as I go here,a, b, a, b, c,b, d, b, a.Okay, I'd like to know
how many a's there are here.So I could write a formula like this.Looking at this data right here,and I'll just
select the entire columnsince it'll be simpler, how often do we see an a in there?We see it three
times.And I'll do that for the other entries, as we drag down.We see a b four times, an a three times,a c
one time, and we could put in other lettersto show this as well.Now, we've got this kind of a formula.I'm
about to use what's called a reciprocal,equal one divided by this number,and we saw that in the earlier
formula.What we're saying is, this is 1/3 of all the a's.This is 1/4 of all the b's,1/3 of all the a's, 1/4 of all
the b's, and so on.This is 100% of all the c's.Now if highlight all these,what do we see at the bottom of
the screen?The sum of these adds up to four, therefore what?There are four unique entries here.And if I
carry this downward,maybe I'll put in an e down here,an e up there,I can copy these two formulas
upward at the same time,e appears in there twice, therefore this is half of these,and I added the
numbers now and what do we get?Five, there are five different entries there.So ultimately that's what's
being done with this formula.You might wanna pursue that on your owna little bit further with deeper
insight into it.Nevertheless, this works.It's a way to count the number of unique entries in a list.If there
are spaces in the list, this does not work.There's a variation on this that's much, much longer,if you're
looking for spaces.And again, I'm hoping one of these days to see a functioncalled Unique that would
give us this answer quickly.

Perform calculations without formulas

- [Voiceover] Sometimes you can perform calculationswithout writing formulas.On this worksheet called
State Totals,we've got some numbers over on the left-hand sidefor our seven largest statesand you're
looking at these numbersand recognize that something's a little bit off.And you refer to a couple of
sourcesand you realize, whoever transcribed theseor entered these, all the numbers are off by five.You
wanna make them all bigger by 5.So how could we approach this?One approach would be to highlighta
range of the same size, maybe down here,and write a formula copied into all of these cellsthat would
add five to these numbers.Then we could take those resultsand Copy-Paste them back up here.But we
can do that a lot faster.Go to an empty cell nearby,put in the value that we want to add by,the
incremental value is gonna be five.And let's simply Copy that. Ctrl + C,right-click Copy, either way.And
then select the data that we want to change.And we want to go to Paste Special.You might've seen in an
earlier movie,great keystroke shortcut, Ctrl + Alt + V, there we are.And we're simply going to choose
"Add."Now keep your eye on a number, too,that upper-left-corner number is 80,it's gonna become an
85.The 75 below it will become 80,and so on and so on.All the numbers are gonna get bumped up by
5.Click OK, they're all bigger by 5.Another list off to the right, same monthly period,same states, different
set of numbers here.Maybe these represent sales figures,perhaps it's at the beginning of the year,these
represent the previous year's sales figures.Your sales manager has said, "I want your growthto be 10%
bigger than last year.I want all these numbers to go up by 10%."So, just glancing at a couple of these,this
140 will go up to 154, the 100 will go up to 110,and 50 will go up to 55, maybe you can do those in your
headbut the others are going to take some work.And here too, we don't need to set upsome other
formulas down here, although we could.Same general idea.To make these bigger by 10%,what would we
multiply them by?1.1.If this were 7% increase, 1.07.But it's 10%, 1.1.That's going to be our multiplier.And
we copy it like before, Ctrl + C,then select the cells, Ctrl + Alt + V for paste special,this time it's going to
be multiply,watch those numbers, that 140in the lower-left corneris going to turn into 154, we'd be
adding 14 to it,that's 10%, and so on.Click OK, and there we are.We've got our new numbers, decimals of
courseare apparent, we probably wanna show those here.So two quick ways using essentially the same
feature,altering formulas without real calculations.And we don't need the number here anymore, get rid
of it.There is no paper trail here, there are no formulas,there's no record of what we had
done.Sometimes that could be critical,in which case we wouldn't use the feature.But nevertheless I think
you can seein the two examples here.Two quick ways of updating or changing datawithout formulas.

What do all the blue arrows on this worksheet represent?

  They are cells that can change cell B3.

 They are cells that will change if the user changes cell B3.

 They are cells that could change if the user changes cell B3.

You want to look for an active cell's precedence to make sure you do not change another cell that can
affect the active cell. When you look at those cells, what must you pay close attention to?

 a cell that has a reference from another worksheet

 a cell that has a value but does not have a formula

 a cell that depends on the value or formula in the active cell

If you enter the formula =ceiling (B2*$E$1 + B2,0.05), how will values be rounded?

 down to the nearest half dollar

 up to the nearest nickel

 down to the nearest nickel

9- OPERATIONAL SHORTCUTS

Insert, delete, hide, and unhide columns and rows rapidly

- [Voiceover] There're quick easy waysto insert and delete columns and rows, or cells,also to hide and
unhide columns and rows.You really need the menu systemin getting to these features.I want to add a
new column to the left of column C.I don't have to click column C.I'll simply point the mouse toward that
panelwhere the letter C is and right-click,and there's that shortcut menu, Insertto get a new column to
the left.Let me undo that with Ctrl+Z.Suppose I wanted a new column to the left of column Cand also to
the left of column F.I'll click column C, and now with the Control keyI'll click column F, and then right-click
immediatelyand Insert.We're getting two new columns to the left that way.Let's again undo.Occasionslly
you use a keystroke shortcut.If I click a column letter, for example C, and press Ctrl+,we simply get a new
column to the left immediately.Or if I click row 5 and click Ctrl+,we get a new row above row 5
immediately.At a later time we might come back and say,"I don't need row 5."Click right here, Ctrl-.Now,
that isn't necessarily fasterthan right-clicking and Delete, but it could be.I don't need column C here.I
could right-click column C and Delete,probably as fast as anything,or possibly I click column C, Ctrl-.So
lots of quick ways.I want to add a record here but I don't really wantto disturb the data off to the right
there.I may want to add it here above row 4.I could select the cells right here and press Ctrl+.It will only
insert cells.We see a menu, but we can immediately click Enter.At a later time maybe I decide I really
didn't need that,I'll get rid of this.Highlight the cells, I'll press Ctrl-,and then immediately press Enter.So,
different techniques for getting to those features.I'm about to print this data.I don't want to print social
security and phone number,nor do I want to print the job rating over in column J.So I'll hold down the
Control key, click column J.Right-click immediately and hide.At a later time, of course,I will want to get
those columns back.A couple of ways to do that.We can drag across just the columns that we want to get
backfor the moment, maybe it's just the columns between C and F.Drag across and take one of two
actions.Right-click and Unhide.Let me undo that.Another technique.Drag across, double-click either this
boundary herebetween C and F, or the boundary off to the right.Either one.That brings back the hidden
columns as well.If we've got hidden columns all over the place,let me again press Ctrl+Z.We've got some
hidden columns here, some out here,maybe some others way off to the rightwe're not sure of
necessarily, we haven't even looked.Click in the upper left cornerto select the entire worksheet,right-
click any column and choose Unhide.All hidden columns will re-emerge.And maybe slightly faster, as I
undo again with Ctrl+Z.You've selected the entire worksheet,you want to bring back all hidden
columns.Double-click a boundary between any two columns.Sometimes people hide columns, or at least
they thinkthey're hiding a column, by dragging a border like this.Now, you can drag this pretty small,but
is it really hidden?Now, if I were to click in the upper left corner,or maybe just highlight these cells
here,could I right-click and Unhide?Well, you saw me choose Unhide, what happened?That column is
actually there, but it's extremely tiny.So if we want to get this back, the double-clicking methodwould be
foolproof.We can either double-click here or there.That brings back the hidden column.So your eyes have
the capability, of course,of getting it back.Most of the time, when people hide columns,they do
something like right-click and hide.In other words, they use a command sequence that way.And when
you do hide a column that way,starting in Excel 2013, Excel makes the visuala lot more obvious.We can
still overlook the fact that there is a column E,but when you see that double line up thereit reminds us
that something is hidden.So in this case, if we simply want to bring backthe hidden row, we could drag
across,double-click the boundary.We're all set.We're much less likely to hide rowsbut we can certainly do
thatand in the same general way too.I'm maybe about to print this.First, I'll sort it, perhaps by
department.Clicking column C, on the Data tab we'll do an A-Z sort.I'd like to print this,but I don't want
to print the data for the ADC department,so I'll drag across rows 2 through 6,right-click and hude that
data.And there's another group down belowthat I don't want in my printout,and it's the
Engineering/Maintenance group.So I'm dragging down the row numbers hereon the left-hand sidefor
the Engineering/Maintenance group right there,right-click and hide.And then I'll print the data.At a later
time, of course,I will want to get the rows back,click in the upper left corner and, as we saw with
columns,either double-click a boundary or right-click any rowand choose Unhide.We've got all of our
data back.So it's very simple and easy to hide and unhide columnsand we saw earlier how easy it was to
insert and delete rowsand/or cells when appropriate.

Re-align imported text

- [Voiceover] We're looking at a worksheetcalled imported text.Imagine in a different worksheet,or

possibly in Microsoft Word or maybe on the Internet,you've copied some data.To the left of this text that
starts in B2,I'm using a function called LEN, which means length,tells me how many characters are
there.This is critical.The data we see here, you can see it in the formula bar,and by the way when you
don't always seeeverything in the formula bar,you can make the formula bar tallerjust by dragging its
edge this way downward.You can also press Control + Shift + Uand you can also point to the lower right-
hand sideover there, there's a drop arrow as well tooand you see the keystroke shortcut.So you can
experiment with that a little bit.I've got another piece of data down here.This is 362 characters.Now, any
time you have text,you might want to consider realigning itwithout copying and pasting and editingand
that sort of thing.So this data, although it appears to be in different cells,is really all in cell B2.I'd like to
rewrap it in such a waythat it only extends this far to the right.I want it to go below as well,maybe this
far, not sure yet.On the Home tab, far right in the editing group,you'll see a choice called Fill and then
Justify.This text will extend below the range.Now possibly I'm going to run into the other data,we'll
see.Click OK,looks like I might have.But look what's happening here.It clipped off the data.The length of
the data right here is 50.I'll drag this downward to see what the length of these areand together they're
highlighted.So we can look in the status barat the bottom of the screen, 251 characters.At most, we can
get 255 out of this feature.So if you are copying text from another sourceand you want to rewrap it,you
can only pick up as much as 255 characters.I'm gonna press Control + Z to undo.Just before I do it
though,let's remind ourselves that this ends at the phrase"as well as budgetary planning and
fiduciary"probably responsibility, I'm not sure.Anyway, press Control + Z,Control + Z again.We can make
that formula bar tallersimply by dragging the lower edge.So it looks like it clipped off just part of the last
word.265 was the initial length.Here it's 362 charactersand once again as we click up herewe can see the
entire extent of what we've copiedby dragging this way,but if we try and rewrap this,maybe I'll try and
do it this much,makes no difference how wide we go or how narrow,we can rewrap this however we
wish.And by the way, even though I'm dragging across five columnswe're still putting the data only in
column B.So we'll try this again with a different set of text,fill, justify.This will extend below the range,
okay,we see what's happeningand here too it's clipped offand here it's more consequential becausethe
original list was about 360and if we drag this downward we seewhat are we getting here, here it's 252
characters.So if it's shorter than 255 characters, this works okay,otherwise not.Now, let's take a situation
where maybe the datathat we're starting with initially is shorter.Maybe the original list doesn't needto
contain that last phrase.So I'll just clip that off, hit Enter.So now we've got a shorter list.Let's rewrap this,
let's show how we can unwrap itand do it indifferent ways too.I might want to make column B widerand
simply say let's just do it right here.Fill, justify, okay.Looks like it fits perfectly.Let me do that again.Press
Control + Z with column B being maybe too narrow.What's going to happen now, fill, justify,text will
extend below the range,but this time it wipes out a portion of the other data.So not a great choice that
way.And I think you can see most of the timeyou wouldn't try that.But we could rewrap it here this
way.Fill, justify.Okay, that way.And if it looks like this,could we with this as our starting point rewrap it?
Now at the moment it's important to notethere is data in cell B2, B3, four, five, and six.There is no data
here.We can make the column wider as we choose or not.But at other times we might want to gothe
opposite direction.If you saw text like this,could you rewrap it into two rows?You could and what you'd
probably want to do hereis highlight the data and make a guess,you might have to go back and forth a
few times,highlight the data this way,fill, justify,and you see how it's playing out.Didn't quite fit into two
rows,maybe I'll try it one more time,moving farther to the right,fill, justify, you get the idea.And there's
data below this list hereand if I had it too close to the other data,the same kind of thing would have
happenedas we saw before.By rewrapping it in the wrong way,we'd overlap or wipe out the other
data.So it's not a feature that everybody uses that often,but any time you do need to copy long text into
Exceland then rewrap it, you can use this feature.Going back to the original list that we saw here.If I
press Control + Z quite a few times here,we'll get back to it.If we wanted to make sense out of this and
keep this,we could simply click here, drag down,and then do one quick edit on thisand find a sentence
break in there somewhere,say right here,wipe this out here,I'll just take it out, press Delete,and I'm not
sure how much is left here,but I'll use the LEN function like we see it here,down to here.That's 233
characters.Then maybe I'll jump back in here and do the editingand in this case wipe out the other
portion of it.In other words just keep this part.There, so now we got the two togetherand we can join
them.I think you can imagine how you could use the featurein different ways to get the complete text
working.But again, a feature that's worth using from time to timeand not so widely known, Home tab,
fill, justify.

Select and manipulate blank cells

- [Voiceover] It's not uncommon to see blank cells in Excel,sometimes in the middle of data.Sometimes
it's appropriate too.Sometimes dealing with blank cells is a bit problematic.There are a number different
functions relatedto blank cells and features too.We're looking at a worksheet called HR Listand in column
I,we can zoom in a little bitholding down Ctrl using the mouse wheel,there's some blank cells.And the
question might come up,well, how many people do not have benefits.We could count them somehow
possibly.We could also highlight them.We might wanna fill in here text that says,for example, no benefits
or none.That's not necessary, but we might wanna do that.We can begin by selecting the blank cellsusing
a feature that's not so well known.I'm first going to select column Iand then on the Home tab in the
ribbon,far right button, Find & Select, Go to Special,choose Blanks.Click OK.Only the blank cells are
selected.And that of course does include cell I7 here,even though it's not grayand this list goes down a
few hundred rows.Now you remember I did select column I,but when I selected blanks you might have
thoughtthat I would be selecting all the blank cells,even below the data.Fortunately, we only selected
blank cells within the dataeven though I had selected column I at the beginning.Now, with all those cells
selected,I'm gonna type None.If I press Enter, that goes only into one cell,but if I press Ctrl + Enter,using
again one of our top 10 tips,that fills in all these cells with that text.Now, I might leave it there or I might
get rid of itfor the moment I'm saying,I'm not so sure about that, Ctrl + Z.I can easily reconsider it
later.Now in this same workbook,let's go out to Sheet5.Here's a similar list, but a different set of
data.There's a Bonus column here, in column G.Some people will get a bonus.Some people won't.And off
to the right,in columns L and M we see different percentage numbers.So, we're about to calculatenew
compensation amounts here, salaries.And if someone has a blank cell here,means they don't get the
bonus,so they're gonna get the 2.31%.Now, I'm gonna zoom in a little bit on this.We could possibly write
a formula here using the if functionto check to see if the entry is Yesor we could check to see if it's
blank.Might be a little easier to do it if it's blankand it's a little more visual too.There's a function called
isblank.So I'm gonna write a formula here in cell J2,=if(this cell here is blank,isblank(=if(isblank(G2),the
answer's gonna be 2.31%.If not, it's gonna be 3.31%,So, we will get an answer from this function.For the
moment we don't need to see thatbecause we're gonna take that percentand then multiply itby the
amount in I2.That's where the compensation amount is.And then, we want to add thatonto that same
compensation amount.So we should get an amount hereand for the first person,that person will get a
3% increase.See what's happening.We'll copy it down the columnand we're getting different amounts
here.Now we could test this manually if we wanted to.For example, right here in this cell,which we're
not really using,=, this compensation amount, times,and since this person has the bonus,he or she will
get the 3.31%,plus, this amount.And the answer should be the 98,260 totalthat we've already seen.So
it's working thereand I'll just copy that portion of it downwardjust to make sure we're getting the same
answer here.And we are.So this is working properly.We're using a function called ISBLANK,a way to refer
to blank cells.Let's see another use of blank cellsworking with HR List again, back at the
beginning.Suppose we want to count how many cells here are blank.There's a function called
countblank.If I click column I and use that feature,the answer is not what we would've expected.This is
counting blank cells below the data as well.We could count the cells again,do some math, come up with
an answer,another way to do this, little bit more tedious.If we happen to know the exact addresses
here,from I2 down to I742,we could say,now we know how many blank cells there are, 247.So we could
certainly use that technique.If you're working with datathat's been converted to a table,I'm on the next
worksheet over,there's a sheet called HR Table.Here you gotta approach this a little bit differently.Here, if
we use the countblank function it can work,but you got to know a trick or twoabout how to work with
formulas as they appear in tables.So there's that COUNTBLANK function.Let's tab it into place.If this is a
table,it might have a name called table one, table two,and you'd have to know this ahead of time.If you
didn't give the table a namethen it's gonna begin with tableand then followed by a number.Now, I'm
gonna type the letter tand we see other functions that begin with t,but we also see a table.There's only
one of them hereso we assume this is gonna be the table name here.We can tab this into place and then
press [and that brings up all the field names hereand so we're looking here at the Benefits column.We'll
just click Benefits.Tab that into place.We need a ] Thereand press Enter.And we got our total 247.So
working with tables could be easierin dealing with blank cells.So you're seeing some different examples
hereof how we work with these.Be careful, too, when you're tabulating datawith something real simple
here.I'm gonna put in two fives right hereand using the Ctrl key down here as well too.OK, those are in
place.And here, I'll put a zeroand here, nothing.What's the average of these?=average, of these cells,the
total is 10 and we divide by three to get this answer.If I copy this formula to the right,we would be doing
an average manually adding these up,but only dividing by two.So the average function ignores the blank
cells.Says I see two cells in there that have data,therefore I'll add up the total and divide by two.So, be
sensitive to that idea too.So we've seen different examplesof working with blank cells in Exceland the
different functions and featuresyou can use to get to them.

Collapse and expand detail quickly with outlining shortcuts

- [Voiceover] Excel has an outlining featurewhich could be ideal for presentations.We're looking at a
worksheet calledProjected Budget 2017.In this worksheet there are formulasin column E that tabulate
data from the left,and in column I, column M,and farther off to the right,for the fourth quarter as
welland also a grand total.There are formulas in row seventhat are tabulating data from above.Same
thing happening in row 13, 14,and then farther down the list herein row 33 and 35 as well.If you're
about to present this dataat a presentation, I think a lot of peoplewould agree that's way too much
informationon the screen.So what you could do manually ahead of timeis highlight these columns using
the Control key,highlight these, and highlight all the monthly data.Just using the Control key, moving
across.Right-click and hide.And that's certainly a lot less,and possibly we could even hidesome rows,
maybe we don't needto see the detail here.So we could do something like this,and start our
presentation with this informationbeing hidden, so that's not too muchto be showing at once.But, in
making the other data visiblewhen needed, we've got to go throughthe command sequences.And
sometimes there's the thoughtthat when you're using Excelfor presentation purposes, you want tokeep
to a minimum the use of commandsand sequences, even when they only takea few seconds.So let's
reconsider this list here.I'm going to press Control Z to undo,go back to its original look,and suggest that
possibly we can usea feature called outlining.And any time you have formulasthat tabulate data from the
leftor from above, or maybe in a totallydifferent situation, where you're tabulatingdata from the right, or
below,you could consider using this feature.There's nothing unusual in this worksheet, really.There are
lots of formulas and all that,there are summaries in column E and Iand so on as I suggested,but with the
active cell somewhere withinthis data, we can go to a feature on the Data tab.It's in a group called
Outline,and you'll see the words Group and Ungroup,and also the word Subtotal.That's a feature we're
going to takea look at also, and some of you might befamiliar with that feature.It's often associated with
large lists of data.For the data we have here, I'm going to clickthe drop arrow for Group and choose Auto
Outline,and suddenly we see new sections on the screen.Above the data we're seeing a gray areawith
the numbers one, two, three.Off to the left we're seeing the numbersone, two, three and four.Also some
symbols here, these are calledoutlining symbols.Over to the left, outlining numbers.I'm going to press
the number twowhere we see the vertical one, two, three.Watch the data, it collapses.We are not seeing
those monthly columns anymore.They're hidden.Over on the left-hand side, I'm going to clickthe number
three.A portion of the data will collapse,but not all of it.Click two, more of it collapses.Now, we could be
starting a presentationlooking like this.If you don't want to see those outlining symbols,now I think much
of the time you dowant to see them because you want tobe able to expand and collapsewhenever
necessary, but if for the moment,maybe you're going to be talkingfive or 10 minutes here, why not hide
those?Any time you press Control eight,you're either hiding the outlining symbolsor exposing them.So
possibly this is the screen view you want.You can certainly zoom in and out,using Control and the mouse
wheel,that sort of thing.So we have this ability, when we getthe outlining symbols back, to expandand
collapse quickly and easily.I want the symbols back momentarily,Control eight.We've been talking about
the budgethere and there.The third quarter last year was a bit of a problem.Somebody asked the
question,could you show your breakout on the projectionsfrom the third quarter?Here's a plus right
above third quarter,and now we're seeing some detail there.Because we have collapsed this vertically,by
using the number two here on thehorizontal one, two, three,I'm going to click the three,that expands it a
bit, or the fourexpands it fully, at least vertically.So you've got that data there.Once again we might want
to pressControl eight so we see more information.Another feature that'll help hereis something you can
use at any time in Excel,if you're not using the ribbon menu systemvery much, and maybe you
wouldn'tin a presentation, Control F1 will hidethe ribbon but not the ribbon tabs.So now we've got more
display space.If you want to hide those ribbon tabs as well,Control Shift F1.So now we're not seeing any
commands at all,we do have a lot more space on the screen.We might want to bring back as we need
tofrom time to time, Control eight,bring back those outlining symbolsand outlining numbers.We were
seeing the detail here earlier,let's collapse it, here's a minus.So at different times we can expandand
collapse some of the inner features of this.And down the left-hand side, maybe at some pointwe do
want to see the detail here,in rows four through 14, but for the momentnot the expenses, we'll
collapsejust the expenses and see it that way.So we've got this quick abilityto make changes here
without going throughcommand sequences that a lot of the timeyou just don't need to show other
people.So this is a great tool, and there's nothingunusual about the data here.The thing that triggers the
abilityfor these outlining symbols to occur,is simply the presence of formulasthat tabulate data either
leftward or upward.At some point we might want to get ridof the outlining completely,we can certainly
do that.We'll have to bring back the menu,Control Shift F1.If we've gone to full screen this'll bring it
back.Control Shift F1, and then Control F1to get the actual tabs.And then on the Data tab off to the
right,we can choose Ungroup, clear the outline,and we're back to normal.And if we need to make
changesfrom time to time we can clear thatas well too.So we've got this quick abilityto expand and
collapse the listwithout using those various featuresand commands.Now, another way to use this is
indirectly,a feature that emerges when you use Subtotal.On the first worksheet in this workbook,it's
called HR List, I'm going to sort thisfirst by status, I'll click in column F,click the A-Z button on the Data
tab,it's in order by status, then I'll clickin coulmn C.In one of the cells there, click A-Z,and now the list is
in status orderwithin department.Department is the major sort.I'd like to see subtotals after
eachdepartment change here.So with the active cell in the list,and I would have made sure ahead of
timethat there are no empty rows in this list,double-clicking a cell here confirms thatthe list goes down
to row 742.There's about 20, 25 departments.Every time there's a change here,I want to see a
subtotal.So on the Data tab far right, Subtotal,at each change in, department,let's use a total here, and
not too manyof the fields can we really tabulateby way of total, but we could add upfor example, the
compensation rate.If we had a new compensation ratewe'd certainly choose that,but not the columns
off to the right,possibly years of service.A lot of the times you'll use Sum here.You could use Average too,
but you can't mix them.Let's click OK, and now we've gotsome subtotals, as well as the detail.And here
we see outlining symbolsoff to the left, we can collapse thiswith the number two, collapse it all the
wayto a single line with the number one there.We're only seeing the grand total.In these situations, too,
often you'llhave to make some of these columnsa bit wider, there we are,and click the number two,and
now we're seeing the year total,the comp total, and all of our subtotalsin here as well too.Notice the
hidden rows.We're seeing rows one, seven, 25, so on.The other data is simply hidden.Click the number
three, the outliningsymbol three, we see all the data.Somebody raises the question,how many people
were in thisexecutive education group?Could we expand that briefly?I'll click the plus next to Executive
Education,and there's the list.We've expanded just a piece of this.And here too, we could collapse itwith
the minus that's over here.How about that ADC group?Much smaller group, there it is.We see the detail
there, or we collapse itwith the minus.So that's easily achieved.And since I did do a secondary sort
hereby status, we could go back to Subtotal,and also have subtotals by status.In other words, whenever
there'sa change in status.We'd probably want to do the samesums here, but by no means do wewant to
replace the current subtotal,although we could.I'm going to uncheck the box forReplace Current
Subtotals.Click OK, and now we're seeingtwo layers here of subtotals,and that means, in our outlining
symbolsoff to the left, we've got four layers now.Click the number four to see the detail,and all those
subtotals within.Number three is what we just saw nowwith two layers of subtotals.Number two is the
same kind of subtotalsthat we had seen earlier.So here too we have that abilityto expand and collapse,
show this indifferent levels of detail,and although we'd be less likely to do it here,if someone says for
example,could you show me the full-time peoplein the admin training group?Here's Admin Training,
here's the plusjust to the left of Full Time,and there they are.Those people are full time in theAdmin
Training group.Once again we can collapse this.Here we're getting outline symbolsby way of the Subtotal
feature in Excel.If you haven't used this feature,it's ideal, I think you can senseby the way we used it
herefor certain kinds of lists.When you no longer need the feature,you probably want to get rid of it,but
the problem with Subtotal isthat if you want to work withyour data on a regular basis,any time you want
to do sortingor filtering, or when you're addingnew records, it gets just a little complexwith having these
other subtotals in the way.So it's easily used and set up,but when we don't need it,go back to Subtotal,
and remove all,and we're back to normal.So two major examples of how to usethe outlining symbol.We
just saw how to use it in theSubtotal feature, and earlier we sawhow to use it simply by clickinginside of
data, and on the Data tabusing that Group, Auto Outline feature.

Create double-spaced or triple-spaced printouts quickly

- [Voiceover] We're looking at a worksheet called HR lists.And we're about to print this.And we're gonna
send it to three or four different people.They need to make some noteson the information they see
here.It's always best to get a print preview before printingand we can certainly do it by way of Ctrl+P or
Ctrl+F2.And as we look at the data,it's what we call "single-spaced."We haven't done anything
unusualwith row heights or anything.And the data's kind of crowded in one sense.We might want to
make this be double-spaced.So, let's press escape.Now, we could insert a row between every one of
these.That would really take a long, long time.There's gotta be a better way.And there is.And it seems,
maybe a little bit, underhanded.But, let's show you how it works.First of all, if we click in the upper left-
hand cornerto select the entire worksheetwe can adjust all row heights.So I'm gonna point to any row
boundaryand click and drag it downwardto match up with the next row.That's gonna make it twice as
tall.Doesn't have to be perfect.Looks like that.And lets check how it looks on print preview: Ctrl+F2.Not
so bad.It's certainly a lot less data than before.Or, you might say there's writing roomthere between the
entries.If you like to have actual gridlines there,on "Print," go to Page Setupand on the Sheet tab, choose
"Gridlines."By the way, some people don't know this exists.They actually put borderlines on their
worksheets.And those are black lines, typically, or usually.Here, these are going to be grey lines.Preview
doesn't quite do it justice.But, when we choose "Gridlines" here and "OK,"we will now see them.Now,
the data looks like it's at the bottom of the cellsand I certainly wouldn't call that wrong.But, again,
pressing escape to get out of here,we could take all this data and on the Home tab,and the alignment
button's right here,possibly middle align line texts so that it's centeredbetween the top and bottom of
the cell.So that might be a better look, if you wish.Once again, back to Print Preview, Ctrl+F2; there we
are.Looking pretty good.If you want even more space, let's go back,escape again, maybe drag this even
taller.If you want it to go back to normal you can double click.If you want this to be three times as big,
again,it doesn't have to be an exact numberbut I'll just drag it down to match upwith this break right
here.Let go; there we are.Once again, print preview.A little bit of back and forth hereas we look at the list
and reconsider the appearance.So, it's a work-around that's much fasterthan trying to insert a bunch of
empty rows.So, you'll do the printingand what do you do when you're finished?Come back here and
simply double clickany of the row boundaries for back to normal.So we didn't really introduce additional
spaces.We simply made the rows taller and then centered the data.A quick and easy way to do double-
spacing,possibly triple-spacing, or even more when necessary.

You want to hide some columns before you print your worksheet. How will you do this?

 Drag down the numbers at the left of the worksheet, and then right-click and select Hide from
the menu.

 Drag across the columns you want to hide, and then select Ctrl + Z.

 Drag across the columns you want to hide, and then right-click and select Hide from the menu.
You are at Level 2 in your worksheet outline, with just Q1 through Q4 Revenue and Total Revenue
showing. How can you display more detail on Q3 Revenue, column L?

 Go to Level 1 in the outline.

 Select the plus sign above L.

 Go to Level in the outline.

You want to provide a handout for your 45 employees' salaries so participants can make notes during
your presentation. How can you most easily double-space the data on the handout?

 Select the entire worksheet, go to Cells on the Home tab of the ribbon, and then select Auto Fit
Row Height.

 Select the entire worksheet, go to Print Preview, and then in the Settings options select Double-
Space.

 Select the entire worksheet, drag the bottom edge of any row to the bottom edge of the row
beneath.

10- FORMATIONG SHORTCUTS

Use keystroke shortcuts for frequently needed numeric formats

- [Voiceover] We're looking at a worksheet calledKeystroke shortcuts and sure enoughwe're seeing quite
a number of them here.And these various keystroke shortcuts have a lot in common.First of all, on most
keyboards where you see the numbersone through six, just to the left of that,you're likely to see this
key.And above each of these number keys, of course,you do see other symbols.Now you can probably
see by just reading the screenwhat we're about to talk about.When you use Ctrl+Shift with these
keys,you're using one of the keystroke shortcuts.In different books or on the Internet if you're looking
upsomething about Excel, you might see a shortcut referred to,for example, as Ctrl+Shift+! or
Ctrl+Shift+1.It means the same thing.Now, in row seven we simply see numbers entered here,as if they
were typed that way.If I have an entry like this and I use General format,that's the native format, the
default format in Excel.Nothing's going to change here.You probably don't need to use this shortcut very
often.How often do you change formats to be General format?Probably not a whole lot.You might wanna
use Number format from time to time.I'll click this cell here and press Ctrl+Shift+1,or Ctrl+Shift+!, we can
say it either way,and we see this kind of a display.Now sometimes this is confused with another
display.So down here I'm gonna put in the number again, Enter,and use the comma.This is in the Number
group on the Home tab.Very similar, but look what happens.The data moves over a little bit.This format
here, when we choose Comma,we're choosing something called Comma Stylebut actually it's a variation
on Number format,and what it's really doing is allowing for negativesif they were to occur.So if I double
click in here an put a minus in front of thisthere will be parentheses on the right side.But imagine the
column if you had a mixtureof positive and negative numbers,you would want the decimal points and
the commasto line up properly.So that's why there's that extra spaceon the right-hand side.So this
format here, if it were negative,would be a little different, minus,and it simply displays the data this
waywithout that space on the right-hand sideand a leading minus.So there is a difference
here.Nevertheless, this is a needed format for some peoplein some situations, and it could be better for
your needsthan the Comma button.Time, you might type a time like this.You could type it like this if you
wanted to,but it might be faster this way.If you type a time and you'd like to have it looklike AM, PM,
simply press [email protected] you remember it by saying,"I'll meet you at 3:45 PM", something like
that.In the United States when you type a date,typically it will look like this if you do nothing special.If
you'd like to format it a different way,there's only one keystroke shortcutassociated with dates,
Ctrl+Shift+#.Watch the date change.It looks like this.And this helps eliminate that occasional
confusionyou might have between is it March 3rd or is it April 4th,3/4, 4/3, that sort of thing.People in
the United States sometimes forgetthat people in other countries tend to use the slashesand the dashes
differently.So pressing Ctrl+Z and I type the data,in the United States I'd probably type it this way.I'd
probably type it 11/17/16, press Enter,this is the look I will get, and that could be fine.But if I want it to
look the waywe see it below, Ctrl+Shift+#.Currency format, here too there could be some
confusion.There's a dollar sign here in the ribbonfor Accounting Number Format.The keystroke shortcut
here is for Currency format.Let's first look at the keystroke shortcutto see what it does.Ctrl+Shift+$, there
we see it.If we use the dollar sign, we're usingAccounting Number Format.As I click this button, watch
the cell content.The dollar sign moves to the left-hand side.In other respects it looks similar.So you'll
have to decide whether you want to useCurrency format or Accounting format,but Currency format has
the keystroke shortcut,and it's easy to remember toobecause it uses the dollar sign.Percent, this is a
percentage.It's 0.12.We can express it as a percent.Ctrl+Shift+%, there we are.Scientific data, if this isan
extremely large number,and although it isn't that large here,we could display it in Scientific
Format,Ctrl+Shift+caret on the number six key.One possible way to think of this in Excelif you want to
raise a number to a power,if I want to put in, for example,34 raised to the 10th power,I put in the arrow,
like this, the up arrowabove the number six key to the 10th power,we get a number displayed
automaticallyin scientific notation.This also works with extremely small numbers,for
example, .00000345, Enter.It might look like that in General format,but if we press Ctrl+Shift+up
arrow,we'll get that scientific notation.Sometimes this is referred to as engineering notation,partially
because of the letter E.But what this really means is 1.23 times 10 to the 4th.And some of you probably
will never need this,but these come in handy at different times.I find myself often usingthe Time format
here, [email protected] with the date when I want the displayto be this way, Ctrl+Shift+#.And certainly at
other times some of the other onesthat we see here as well too.One possible advantage of the Number
formatcould a situation, I'm gonna make it up on the fly here,I've got a list here off to the right,I'm
putting in some numbers.Maybe I'll just create a series here,another number below it,and another
one,and I want that column to be pretty narrow.So I'll do this first maybe.Now if I apply Comma format,
initially it'll put inthe decimals and keep them there or not,but the column is still wider than I want it to
be,and I can maybe drag it a little bit,but I'll possibly see pound signs.But if I use Ctrl+Shift+!, that's the
Number format,watch the data shift to the right,therefore I can make the column narrower.Ctrl+Shift+!,
there it is,and now I can double click,make that a little bit narrower.Sometimes that's necessary.So all
these keystroke shortcuts again conveniently locatedin combination with those keys across the topof
most keyboards.

Accentuate data with alignment tools

- [Voiceover] Excel has a number of different alignmenttools and most of them are accessiblefrom the
alignment group on the home tab up in the ribbon.In this worksheet here, I'd like to center this title
here,I'd also like to center the data in row two in the same wayacross these columns A through I.If you
highlight both of theseand try and use the merge and center button,you'll realize that you're about to
wipe outthe data in row two.Merging cells only keeps the upper left valueand discards other value, so
let's not do that.However, if we highlight these cellsand then let go of the left mouse buttonand use the
control key and highlight these,then we can merge and center properly.So that's simple and easy to get
to.In this worksheet we might want to considerangling this text, we could certainly do that.We've got an
alignment button here,the AB looks like this is what we want,but there's some other options too.Angle
counter-clockwise is probably much much morecommon than its counterpart, angle clockwise.If you do
use the feature, angle counter-clockwiseor the other one, it will look a little differentif you also apply
border features,one of two border options.If you go to the font groupand choose the drop arrow for
borders.If you choose all borders or outside border,it's going to look a little different.I'm going to choose
all borders.Notice the word "average" is in column Iand it's above the data in column I below it,but now
it sort of hangs off to the side.It's got its own little panel there.I wouldn't say this is better or worsebut it
certainly is different than what we saw before.You could have a tendency to maybe misread this
occasionallyparticularly if you'd scroll down like this.Is this in column H this June data?Well, does your I
sort of jump up that way?Probably not, but on the other hand, maybe.So we see what's happening
here.It gives the worksheet maybe a little bit of flair,it looks a little bit better possibly,certainly not
necessary.I'll press Ctrl + Z to remove those borders.Go back to here and explore another one of these
options.I think everybody tries vertical text at least once,maybe never again.It might be appropriate
when you've got two or three lettersJanuary and February aren't so bad but look to the right.It really
eats up a lot of screen spaceand it's not exactly easy to read.The counterpart here that would be a lot
better, i thinkwould be rotate text up,and off course, there you have to kinda tilt sidewaysmaybe to read
that occasionally,but that's going to take up less space thanwhat we just saw.That's certainly another
option.Some point, we don't want to use any of thesesimply click the options currently visible,it'll go
back to normal.There's another way to get to these tooand it's for more unusual situations.There's a
button just to the right,the lower right hand corner.This is called a dialog box launcher.You'll see these in
the right hand cornerof a number of different groups in the menu.Click here, we could be usingthe red
diamond on the right.We can drag to a different angle,an unusual angle maybe.I can't make a strong case
for saying,that's a whole lot better.As you drag this, you'll see a different degree number here.You could
possibly type a degree number in thereand when we click okay, we see that now the data is angled,but
in a different way.So, not too important for most people,but nevertheless that's another techniquefor
angling the text, aligning the data differently.We've got some other options as well too.Over in the left
hand side...Earlier we showed how to merge cells.Possibly, we might want to put a new columnto the left
of column A.Right click column A, insert.It's not really necessary here to say "item",but i'm gonna put
"item" right here.Then, merge these cells and angle the text.Merge and center does that.Let's angle the
text, vertical text, like this.Make the column wider,or better yet, probably, rotate text up.Yep, that's
gonna be a little bit better.Double click, make the column narrower.And now we can center it, put it in
the middle,using middle align, that way,maybe have a different color, maybe not.That's rarely
done.Again, not truly necessary.As the previous features we've seen too,none of these are truly
necessary,but i think, from time to time, the angle text optionjust looks more interesting.The merging
perhaps,you can make a better case for saying"yes, i really do want that",and it makes the whole
worksheet look a lot better,more professional, to be able to center these titleslike we're seeing here at
the top of the screen.Another use of these, not as widely used,is on the sheet to the right, projected
budget 2017.In the lower portion of this list,you'll see how we've got expenses,and all the data right
below it.Up here, it looks like some of this data has been indented.First thought might be,"well i guess,
somebody typed leading spaces here."That's not a good idea becausewhen you type leading spaces in
text,you're surprised sometimes becausewhen you type the same number of leading spaces,on the next
line, the data doesn't line upthe way you might expect it to.So, there is a feature for indenting cells.We'll
highlight these cells hereand in the alignment group, there's the button right there."Increase the indent,
move your content"farther away from the cell border."I'll click it once, or maybe twice,maybe three
times even, or go back.So that's another potential use.Do not type leading spaces.Not only is it
tedious,but you're data is not going to be lined up anyway,and that surprises people.It seems like it
should, but it isn't all the timeand it's kinda confusing as to why not.So, we can use indenting that way
too.And another oddity is,in cells where you've used accounting,that's the dollar sign symbol right
here,the dollar sign hugs the left side of the screen.If you press right align,the dollar sign moves in a little
bit.Might eventually make the column wider too so,you probably don't want to use it therebut if you had
a whole column of these,possibly, you might want to do that.An alternative to this by the way is to use
currency format.And there's a keystroke shortcut,Ctrl + Shift + dollar sign,that puts the dollar sign next to
the data.So we've seen some of the features availableusing some of the buttons here on the alignment
groupin the home tab of the ribbon.

Add a color background to every 5th row in a range

- [Voiceover] If we use this list oftenon the screen and also on the printed page,it might easier to read if
every other rowwere a different color or every fifth row,something like that, every tenth row.We can do
this in a few ways.First of all, if you do convert data to a table,now you might not be familiar with that
feature,but if you work with lists of dataand the list grows and shrinks,and you frequently need to sort
the data,filter the data and treat it as a unit,you can convert data to a table.Let's hold that thought for a
minuteand simply work with data that's not a table.This is not a table.We might want to have every fifth
rowhighlighted differently so we can read it.And there's another worksheet over here called
Scientific.Pretty boring data, and I don't understand it,but I might want to look at this too,and have the
same feature in effect.And it doesn't have to be five rows.It could be four, three, 10, whatever.We can
change it.Let's go back to that first sheet called HR List.We do this by way of conditional formatting.I'm
going to click in the upper left hand corner.That selects the entire sheet,and right now cell A1 is the
active cell.On the Home tab, go to Conditional Formatting.Now, this is not a built-in feature,but we can
create a new rule relatively quicklyby using a formula to determine which cells to format.The formula
might strike you as a little unusual.It does involve a function that you might not have used.What we'd like
to say in English first of all isif the row number is evenly divisible by five,and that would mean five, 10,
15, 20, etc.Let's make it be a different color.And the way we do this is to use a function called MOD.The
MOD function says I'm going to doa calculation, and the calculation'sgoing to be based on the row
numberof any cell in this worksheet.So we put an ROW, left parenthesis, right prenthesis,comma, five if
we want every five rows.So what does the MOD function do?It takes a value, in this case a row number,it
divides it by five, and it figures out the remainder.What's the remainder if you divide two by five?The
remainder is two.The answer is zero, but we don't care about that.We're looking for the remainder,and
whenever this remainder is equal to zero,that means that the row numberis evenly divisible by five.So
whenever that happens,we want to change the format of a cell in that row,and of course that means all
cells in the row.And we can use bold, italic, underline,any number of different features, border
features,but probably the most obvious would be Filland pick a light color so you can seethe text through
it.I'll just use the yellow right here.And click OK.And click OK.And every fifth row is yellow.If we scroll up
and down, we see that.And if I delete row three, this automatically readjusts.The new fifth row, at least
in terms of data is yellow.It's always the fifth, 10th, 15th, etcregardless of what you do with other
rows.I'll undo that, CTRL Z,and now Michael Adkins will move backinto the fifth row and that row is still
yellow of course.We can do the same thing with column.We can certainly change this.I'll go back to the
upper left corner,and go back to Conditional Formatting,and when you revisit a rule or come back to a
rule,the choice is called Manage Rules.And then we see the rule here,we click it and we edit the rule.So
if it's every fourth row, I'll putin a four instead of a five,and almost immediately, Enter, Enter,we see
what's happening there.And just for quick reference here.If we wanted to do this by column,once again
back to Conditional Formatting,Manage the Rule, edit the rule.We just change the word row to column.I
think in the example with columns,you might want to do every other column.So, we put in column
instead of row.Let's try that with two, and that means every second column.Even though columns are
not numbered,they do have numbers behindthe scenes that we don't see.And as we click OK and
OK,now every other column is yellow.Now, if you convert data to a table,I'm going to do that with this list
right here.First of all, I'll press undo.For the moment we have noConditional Formatting in effect.If we
convert this to a table,you can press CTRL T to start the processor CTRL L, you can go to the Home
taband Format as table or go to the Insert tab, Table.Here we a description that makes some
sense.Create a table to organize and analyze related data.Choose Table, OK, and automaticallywe have
the so-called banded row look.Now, in this example here,and at all tables and all the different variations
we see,every other row has a color.And we see what's happening as weslide over some of the many
variations that we see here.So, here we automatically get that look,but you don't have the ability to
really change itunless you take a good deal of timeand create your own style.It takes a long time.So
these are possibly an alternativeto what we just showed earlier.And when you work with that
Scientificdata that I showed you just briefly,here too, it might be a good idea,I'll do it faster this
time.CTRL T, let's turn this into a table,and that's going to be a lot easier.You have one other variation
inTable that's worth considering too.You can turn off banded rows andchoose banded columns
instead.There are two, it's every other column.You don't want to choose both together.Kind of
ridiculous.But certainly one or the other that way.So, for reading large lists,either banded columns, but
probably more likely,as we saw in the previous example, banded rows.And remember, back on this
worksheet here,before we had converted it into a table,we showed you how to make every fifth
row,every fourth row have a certain formatby way of Conditional Formatting.

Use conditional formatting based on comparison criteria

- [Voiceover] Excel's conditional formatting featurefound on the Home tab gives us lots of
opportunitiesfor highlighting cells based on a variety of rules,and we can use data bars, color sets, icon
sets,to really give emphasis to certainkinds of data based on the content.And we could use this in a
variety of ways, including,even, for example, showing in column H here,whether some of these states
have grown more than 5%.In other words, we can use formulas with this.We could also do this over in
Column C.We've got a bunch of orders listed by order numberin Column A, and order date, shipping
date,and we want to know any time a shipping dateis more than two days after the order date.Maybe
most of our products require some assemblyand packaging, so we'd like to highlight everythingin
Column C, even for future datathat we don't have there just yet.So in Column C we're gonna be using
conditional formatting,and we want to highlight those cells any time the shippingdate is more than two
days after the order date.So the standard rules that we see out here,although they're handy for a lot of
different situations,just don't cover what we want to do here.So we go down to New Rule and we use a
formulato determine which cells to format.Right now the active cell is in C1,and our formula will use
C1,which might sound a little strange,but by inference, if we use C1 in our formula,every cell in Column
C, because it's highlightedhere, will have the same attribute.So we're about to type =C1>B1+2if we want
to be greater than two.Whenever the entry in column C is greater thanthe entry in Column B plus
two,then we want a special format here.And as always, when we're applying formats to cellsthat have
data in them, we want to usea light color so we can see through this.I'll just use a light green here.Click
OK and OK, and there it is.And it is dynamic.We make an adjustment on this one, for example,and it
really should have been the sixth.I'll change that to the sixth of May.As I press Enter, it will no longer be
greenbecause it's not more than two days.It's two days, but it's not more than two days.And in another
scenario here, maybe this date needsto be adjusted, maybe it was the 14th,so we'll change that to four,
and as we press Enter that'sgoing to be more than two days, so it will turn green.And even if we put in
data ahead of time,maybe I'll just highlight these two and drag down,and I'll put in some data right
here,it's gonna be the 21st, 7/21/16,and that will turn green as well.So we've done it for the entire
column.I'm not suggesting, by the way, that every time youuse conditional formatting you use an entire
column,but certainly in situations like this,that probably makes good sense.Now, earlier I alluded to
something over here.What we might want to show in this list is all stateswith a population growth
between 2010 and 2015estimate has been more than 5%.And we can certainly do this with a formulaoff
to the right side if we wanted to,but another technique and certainly more visualis to select column H,
let's go to conditional formattinghere, and here establish a new rule,use a formula to determine which
cells to format.And here too, we'll be using cell H1even though there's no data in there.So how do we
calculate the percent of growth here?We're gonna take the Column H entrydivided by the Column G
entry minus one.So we type, =H1/G1-1And I'll put that in parentheses for clarity.When this calculation is
greater than 5%,or I could say greater than or equal to, either way,so what are we saying here?If the
calculation that indicates what the percent ofgrowth is between these two years is greater than5%,
that's true, let's apply a color,format one of these light colors,you can always go to More Colors if you
wish.How about a bright green here, maybe.When we do this we are not exposingor displaying the
answer.We are simply highlighting the cellswhere there's been more than 5% growth.And by writing the
formula with H1 and G1,we see what's happened here.So here are the states with morethan 5% growth
in that time frame.We scroll up and down.And we could easily change that to 4%, 6%, 5%,whatever, to
indicate which states havegrown faster than others, perhaps.So two different techniques of using
conditional formatting.And there will be times when you wantto create formulas with it.If we come back
and want to change thisby way of conditional formatting, we don't go toNew Rule or Clear the Rules, we
Manage the Rules,and that gives us the choice of editing.And if we want to change that to be 4%,I'll
change it to four now instead of five,we're likely to see a few more green states there.Click OK, and OK,
and we are.California popped into the mix and it looks like maybepossibly Washington state, a few
othersmight be down here too.These are 4% or more growth.So, different ways of usingconditional
formatting with formulas.

Use conditional formatting to highlight formula cells only

- [Voiceover] On this worksheet called Formulas,there are lots of formulas, and we can see them allby
going to the Find & Select button on the far right side.Before using this feature, make sure you clicka
single cell, not two.If you click two or three or four,it only looks within that region for formulas.Click on a
single cell, and it almost,a counter-intuitive way, it will lookthroughout the entire worksheet.Find and
Select, Formulas,all the formula cells are highlighted.We could add a color; last time I usedthis Fill Color
bucket, it was green.That's a light color, I could use that for sure.And that's good.Now, if I erase this cell
here, it's still green.If I write a formula up here, it doesn't turn green.So the feature, although good at
first,isn't dynamic.Let me undo those two last actions.We can use conditional formatting hereand have
this feature be dynamic and always up-to-date.I'm going to click in the upper left-hand corner,that
selects the entire worksheet,and then go to Conditional Formatting,and use a New Rule, Formula.Use a
Formula to determine which cells to Format.There's a relatively new function in Excel.It's called Is
Formula: =ISFORMULA.I-S-F-O-R-M-U-L-A left parenthesis.I'm going to refer to cell A1,because it's the
active cell right now.But because the entire worksheet is selected,this is going to be a reference to
all.However, when we first see this, it's an absolute address.I'm gonna press F4 a few times, make sure
we see A1and just A1, no dollar signs, right parenthesis.Is Formula, whenever a cell is a formula,let's
apply a format here, bright yellow might work,any other color, as long as we can see the
numbersthrough it, is going to work okay.And by the way, you can apply other formatting features.If you
wanna apply a border to this as well,you could do that, click OK and OK.And all cells that have formulas
have yellowas the background color, and that thin gray border.And if I delete this cell, as I did before,it's
no longer yellow.If I write a formula here,equal this plus this, Enter,it will turn yellow.So it is dynamic,
and it keeps you on top of certain kindsof worksheets that may be difficult to understand otherwise.We
know at a glance where all the formulas are.So, we use that relatively new function called Is
Formula,available starting in Excel 2013,along with Conditional Formatting feature, we set up a rule.If
you want to revisit the Rule, we Manage the Rule,Edit the Rule, and there it is again:=ISFORMULA(A1).A
way to highlight all formula cellsand make the feature be dynamic,so any time we add, as we saw in the
example here,or take out cells, the color automatically readjusts.

Create custom formats: Dot leaders and more

- [Voiceover] Excel has a variety of formatsand anytime you want to go behind the scenesand get to
some of the formats you might not be seeingon the home tab press Control 1.It activates the Format
Cells dialog boxand lots of choices here on the Number tabmost of them numerical, not all of them,and
there's a feature here called Custom,where you can create your own.When you see this list sometimes
it's a bit overwhelming.What do all those symbols mean?I don't want to go into a great deal of detail
about these,but there are some features in here that you mightwant to know about.So let me close this
and set up a scenario.Nothing wrong with the Job Rating entries that we seeover here in column J.It just
might look more interestingif the numbers are maybe preceded by dots or dashes.We could do it with
Compensation Amounts tooor other numbers if we wished.Here's one simple example of making up a
custom formatfor column J.Now you don't always have to select the entire column.Most of the custom
formats,because they're related to numerical information,will have no effect on the heading.So what
we're doing also is setting up the ideathat when we have data added at the bottomit too will have the
format that we're about to create.So Control 1 gets us to the quick-accesstoolbar Format Cells.Now,
General format is the default format.That's the format that has no special characteristics,it doesn't show
commas or periods or anything like that.Often, we start with this.Now, in this panel right below the word
Typewe can add some features here.And in the list below, if you were to scroll up and down,from time to
time you will see an asterisk.Every time you see an asterisk in a formatit means the character that
follows it will be repeatedthroughout the width of the cell,except for the other content.So I'm going to
type asterisk, dash, and then General.So what we're about to do is to take any value in column Jand
precede it with a number of dashesdepending upon how wide the column might be.Enter. Looks like
that.And if I make the column wider, you see a lot more of themMake it narrower, you see a lot fewer of
them.And so on.How about a dot leader?How about periods instead? That sometimes is used.You can
jump right back into format cells.Now we can either edit the one we just created,that would probably be
the most direct,or create a new one.I'm simply going to click up on the panel under Type,backspace out
the dash and put in a period.And enter. And we've got that look too.There are special formats for
Phoneand Social Security Number.In a later movie they are covered.But you might want to put in your
own format for Phone.You've probably seen phone numbers that have dots in themafter the area
code.Three digits and then another dot before the final four.Let's create a custom format for this.Control
1, Custom.You'll see General up here usually.Just wipe that out.First we'll type three zeros.And then we
want to see a period,but we have to put in double quote, period, double quote.Zeros are placeholders
for numbersand we need those in formats.You'll see them in some of the formats below too.So we've got
three zeros, double quote, period, double quoteand now three more zeros, and we need another
period,double quote, period, double quoteand four zeroes.I'm going to copy this and then display it on
the worksheeta bit larger.Control C. Click Okay.And there's that format.I see that a lot these days, you
might too.The format all just display it in over here in column M,we'll make a cell wider and display it out
here.That's the actual format that I've used in column E.So you can create your own,and sometimes it's
going to be interestingto experiment a little bit with dot leaderslike we saw here or possibly dashes.And
you can also do this with datesin almost an unlimited way.Nothing wrong with this display at all.We
might want to show in some situations,probably not Hire Date, but in certain other dates,day of the
week as well.We can do it by way of abbreviation or full spelling.So in column G, pressing Control 1,once
again we go to Custom.Now when you're working with datesyou want to be able to use Ms and Ds and
Ysin the following way.If I were to put in three Ds we'll see the abbreviationfor the day of the week.So
that might be Sun or Tue, something like that.Maybe we want a three-letter abbreviationfor the day of
the week, comma, and then space,and we might want a three-letter abbreviation for the month.That
would be three Ms.If we put in 4 Ms it spells out the month.Visualize something like Tue, comma,
Dec,meaning December.We might want a space after this.For day of the month, if we put in two Ds,we
will get a leading zero for the first nine days.If we put in a single D we'll get whateverthe day of the
month is, whether it's one or two digits.So we don't need to see that zero.That's probably going to work
better.Comma, space, four digit year, maybe, 4 Ys.Or two digit year, of course, 2 Ys.So DDD, here too I'll
copy this and display it later.Control C, and Okay.We've changed the look of that.And over here in column
M I'll display that format.So in column G we've got this kind of a format.You see how that's playing
out.Had I used 4 Ds we'd see a full spellingof the day of the month.If I had used 4 Ms we'd see the full
spelling of the month.So in varying ways you can come up with all kindsof combinations.And the left to
right order, of course,can vary widely too, as you wish.So you can create your own formats.From time to
time you might want to press Control 1and experiment with some of the othersthat you already see
there.Probably want to get to a book that coversthese formatting options in detail.And there are quite a
few.Some of the larger Excel books cover some of theseand usually it takes five to 10 pagesto consider all
the possibilities.But we've seen some examples here of changingthe Date layout, changing the Phone
Number format,and also the Job Rating, using those dot leadersthat we saw here.

Use special formats for times over 24 hours

- [Voiceover] We're looking at a worksheet called Autofill.Over in column L, we've got a column called
Hours Worked.These numbers are not displayed the waywe'd typically display times, although it's
certainly ok.This represents six hours, 4 1/4 hours, of course,that's four hours and 15 minutes,6 1/2
hours, 7 3/4, and so on.And we might wanna get a total for here.And we'll go to the bottom and simply
press Alt + =.Gives us a quick total of the numbers.Enter. 280 hours.Now, we might wanna have these
displayed as times.Be a better display, actually,because hours worked is typically displayed with a
colon.Now, these are whole numbers.To convert them into dates, we need to divide this by 24.Equal this
value divided by 24. And our answer here at firstmight be a little perplexing, .25.Well, 6 hours is a
quarter of the day.Let's copy these down the column.What we next need to do is to apply a format.CTRL
+ 1 takes us to the Format Cellsdialogue box pretty quickly. Go to the Time category.We do not want to
see AM/PM in these answers,'cause we're talking about actual hours.We choose the option 13:30. Click
OK.And we've got our entries.But there's a strange thing about working with dateswhen you're trying to
tabulate the information.Here, the total was 280. I'm gonna add up the times nowto the right by
dragging rightward.And it comes out to be 11.667.Well, maybe I should copy the format from here.I'll
hold down the right-mouse button,drag downward. Copy Here as, Formats Only.It says 16 hours. Well,
that doesn't make a lot of sense.Where's something else that's a little strange?I'm gonna drag across a
few of these.Six hours, four hours, that's about 10, 16, 23, 29,something like that. What if we added up
just these cells?So, I'm gonna add them up right here.I'll use AutoSum. I'm not gonna use those
numbers,but just these right here. What do we get?Six hours and 30 minutes. What's going on here?
Something is strange. Did I get it right?Well, it sorta looks like I'm adding up the right cells,so what's
going on? Now, you wouldn't know this,but, when you're adding up times,you need to use a different
format.Now, notice something else. If I highlight all these cells,come down to the bottom,and what do
we see in the Status bar?280. Now, you might not see thisunless your Status bar is showing Sum.I think
most people do have Sum showing down here.If you're not, right-click,make sure you click the box for
Sum.So, in our Status bar, this is correct. It says 280.But we add this up, and we get only 16.Wow. It's a
little bit strange, but what you need to do,and let's do it for the entire column,any time you're working
with times,and possibly you're going over 24 hours,and you might almost wanna do it all the time,but
change the format. CTRL + 1,and in the Format Cells dialogue box,choose the Number tab, if it's not
already selected,and then go to Time and choose the option in herethat's got a 37 in it.Now, you
wouldn't know why to do that, but you can.And this will show hours, minutes, and seconds.We don't
want that, so go over to Custom,and simply wipe out everything after the mm.Take out that portion of it,
just delete it.And then press OK.Now, each of these entries was ok all along,but now I've got a total on
the bottomthat makes sense as well, too.And any time you're adding up hours,again, sometimes it
happens you're justadding up some hours like this.That total is 30 hours and 30 minutes.And we're
gonna get the remainder after 24,and we saw it earlier, six colon 30,6 1/2 hours, unless we apply the
format.And so, when we add up the entire list,we now have a correct answer.So, anytime you're working
with times that go over 24,make sure you use that special format.And, once again, CTRL + 1 formats
cells.Under Time, start with the format that has the 37 in it,and then consider wiping out the
seconds.There could be times based on the day that you're usingwhere seconds are important, perhaps
in scientific use.Otherwise, not.

Add/remove strikethrough and borders with keystroke shortcuts

- [Voiceover] There are two quick keystroke shortcutsfor using borders and strikethrough.I wanna put a
border on just the cellsin this worksheet right here, called Profits,on the numbers right here.These are
the only cells in this worksheetthat are not formulas.I wanna put a border around them.And I can press
Ctrl + Shift + 7.Could also be expressed as Ctrl + Shift + &.Now many times when you apply borders,you
don't see them right away if the cellsare highlighted so I'll click outsidethe highlighted area and now I can
see the border.This is a thin perimeter border,and that's what Ctrl + Shift + 7 does.If I want a border
around these down here,I'll highlight them, Ctrl + Shift + 7,once again click outside of it.You certainly
have options for other border features,and if these cells should have a thicker border,you can certainly,
by way of the Font group on the home tab,click the border drop arrow, choose some other options.How
about a thick outside border.Or maybe, for even more choices, go down to More Borders,and consider
maybe using different colors,that sort of thing, and different kinds of borders,putting lines inside and
outside both, that sort of thing.Like that.Now, no matter what kind of border you might have,there could
be times when you want to get rid of them.And whether it's this kind of a border or that kind,or all the
many other possibilities you could have,you can get rid of borders at any time,selecting the area where
they occur.If we've got other features below here,no, I didn't put any down here,but no matter how
many different border featureswe might have in the worksheet,we could just click in the upper left-hand
cornerand simply press Ctrl + Shift + -.And all border features disappear,regardless of what they
were.There's only one keystroke shortcut for creating borders,and that's one border type, that thin
border outline.And once again, Ctrl + Shift + 7, Ctrl + Shift + &,and for any border that you want to get rid
of,simply select the data or the entire worksheet,in this case I'll do it this way,we wanna get rid of the
border, Ctrl + Shift + -.Now, another feature that has its own keystroke shortcutis called Strikethrough.I'm
gonna go to HR Lists, sheet just to the left.When people leave this organization,we don't take the name
out immediately,we keep it here for a while,but we do indicate that someone has leftby way of applying
Strikethrough.Michael Atkins has just left, we highlight the cells here.Now, we could do this by way of
commands,but nothing is available in the ribbon.We could go to Font here, there's Strikethrough right
there.But Ctrl + 5 certainly is a lot faster.Ctrl + 5 takes off Strikethrough if it's there,or it applies it.Easy to
get to, easy to apply.Strikethrough has no impact whatsoever on content,it's strictly appearance.It's a
formatting tool, and we can't sort the dataon the basis of that or anything like that,but we can certainly
use it as a decent visualfrom time to time to indicate thatprobably the data shouldn't be there,or is
about to be eliminated,like in the example we used here.Ctrl + 5, we could have done that for the entire
row,but there's no data to the rightand this will not work on empty cells.So press Ctrl + 5 to get rid of
these, press it again,we will not see Ctrl + 5 off to the right of Column L,because there's no data there.So
easy to apply, Strikethrough, Ctrl + 5,toggle button on/off.And earlier we saw examples of howto apply
perimeter border with Ctrl + Shift + &,and remove all borders with Ctrl + Shift + -.

Quickly format phone and SS numbers

- [Voiceover] In this worksheet,we see social security numbers and phone numbers,and for both of these
features,there are special built-in formats.So, the data in column A representshow social security
numbers might look.These are randomly selected, of course.But we like to see the dashes in there.Now
we could type them.That's what was done in column D, but that's extra work.If you're about to put in
social security numbers,say we're about to do that in column G.Even before you start, let's format
thesewith that special formal.Ctrl-1 will get us there fast,and, on the Number tab, it's under
Special,Social Security Number.Click OKSo I'll just make up a number here, a nine-digit number,Enter, and
it looks like that.And the same thing with phone number.Phone numbers aren't readable.Now in the
United States we use parentheses and dashes;that's going to be different in different countries.Here's
the look of phone numbers,and in column E, the open and close parentheses,and the space and the
dash were typed.So, question.Why type 14 characters when you really only need to type 10?So over
here, I might put in the phone number first.I might not.Maybe I'll put in the phone number first and
Enter,and it's not formatted.But I want that to be formatted, as well as every othernumber that's going
to go into column H.And here too, Ctrl-1 to take us to Format Cells quickly,here to Special, and Phone
Number.Click OK.The data looks like this.Now, big problems occur when you're tryingto make
comparisons with data that's been formattedand data that's not been formatted.So for example here,
I'm going to put a phone numberover here in column H that looks just like this one.And when I double-
click to edit,we don't see those other symbols.I want this to be a four, seven, two,nine, four, o, nine,
Enter.Now if I'm trying to make a comparison between these,maybe they're on different worksheetsor in
different parts of the same worksheets,either by way of if or just by a simple equation herethat says
equal E2 equal this number, false.It's going to be true for all these kinds of matches,because the phone
numbers like we're seeing here,in column H there's only one for the moment,does not contain anything
other than pure numbers.But the entries in column E explicitly containa left and right parenthesis and a
space and a dash.So here's something you want to be able to do.If you get data that gets actual social
security numberswith dashes and/or phone numberswith real parentheses, space, and dash,get rid of
them.It doesn't take very long.I can almost do these together, not quite together.In both cases, let's get
rid of the dashes.I'll highlight all the cells here.Home tab, Find and Select on the right,Replace, every
time we see what?A dash, get rid of it.Nothing.Replace All.Watch both columns.No dashes in the social
security numbers left.Let's just focus on the phone number column.We want to replace all left
parentheses with nothing.Replace all.And we want to replace all right parentheses and space,so that's
right parenthesis space, with nothing.Replace All.We're all set.Then what do we do now?We simply
format Column E with the built-in format.You can also right click column Eand get to Format Cells pretty
quickly, too.And once again we're back here with phone numbers;Special, Phone Number, OK.And we'll
right-click on column D, go to Format Cells,same general idea here, Special, Social Security
Numbers.There we are.So, cleaning up this data.Any time you're doing data entrywith social security
numbers or phone numbers,format the data, format the cells ahead of timemakes it even better.Why
type more data than you need to?It's going to make data-entry less of a problems,and you'll make fewer
errors,and you don't have to type the extra characters.

QUIZ

You want to accentuate your data by adding a light blue background to every fourth row of data. What
function will you use in a formula to do this?

 MOD

 FORMAT

 COUNT

You have sales-by-region data for 2020 in column C and 2021 in D. You want a conditional formatting
formula to highlight changes >5%. After selecting Home > Conditional Formatting, what is next?

 Enter the formula =(D1/C1-1)>5%) as a New Rule, and then select a color.

 Enter the formula =(D1/C1)>5) as a New Rule, and then select a color.

 Enter the formula =(D1/C1)>5%) as a New Rule, and then select a color.

A cell is showing 34589. If you click in the cell and then select Ctrl + Shift + !, what will happen?

 It will change to 34,589.00, with the number offset a little from the left.
  It will change to 34,589.00, with the number left-justified in the cell.

 It will change to $34,589.00, with the number left-justified in the cell.

11- DATA MANAGEMENT TECHNIQUES

Sort data with single buttons

- [Voiceover] There are a lot of different way to sort datain Excel, and the standard way is to go to the
Data tab inthe ribbon, and use either of the single AZ or ZAsort buttons or the larger button that leads us
intothe Sort dialogue box.Sorting can be a lot faster, sometimes just withkeystroke shortcuts or a simple
clickon the AZ or ZA button.Now before sorting data, you should always have a senseor know that your
data is in one solid cluster.No empty rows within the data, no empty columns.If you have converted your
data to a table,you don't worry about that very much,so I'd highly recommend exploring that optionif
you haven't already.This list has no empty rows or columns within itand I might wanna sort it quickly,
simply by employee name.I can click anywhere in column A, click the AZ button,there it is, simple, fast.At
a later time, maybe I wanna sort by building.I'll click there, click AZ.Now, what's important to
rememberis that when you use these button singly,Excel remembers what you had done before,so for
example, if I click in column Cand sort by department, within each department, the rowsare gonna be in
order by whatever the sort is right now.In other words, building,so I'll click AZ.We sort it by department,
and within each department,particularly ones that have more entries,we can see this better.Within this
admin training group,you see the rows are in order, based on the building.That's in column
B.Alphabetical list of the buildings,so if you need to sort on just a single column,or two columns, or even
three columns,always remember that the last sort overridesthe previous ones, but remembers them,so
for example, if you wanted to have a list herethat's sorted in order by department,and within that by
building,and within that by employee name.Sort the employee name first.Click in column A, AZ,Then
click in column B, click the AZ button.Then column C, click the AZ button.Within each department, for
example, admin training,they're in order alphabetically by building.We see that clearly here, and if we
just focuson the North building for a moment,the three names we see there, they're alphabetical by
name,so it's easy and fast to sort,and there's a keystroke shortcut too.It's pictured out in cell
A1.Alt+A,sa.How do we know that, how do we get to that?If you're familiar with using the alt
shortcutsthat work off of the menu ribbon system.When you hold down the alt key for justa little more
than a second, some letters pop upnext to all the commands that we see here.All the tabs.H means
home, A means data.All cases here, the letters are not exactly obvious at firstso I'm gonna press A right
now.That activates features on the Data tab, and we see someof them here, and what do we see next to
the AZ button?SA, so if I'm in a hurry and I wanna sort this entire listby employee name, I can avoid the
commands.I can go into column A, and press alt+A, SA,and there's the list.It's sorted alphabetically by
the data in column A,so it's easy to get to,and keep in mind too, sometimes when you sortyou only
wanna sort a portion of the data.I'm gonna sort by department again.I'll click over in column C, and
again,press Alt+A, SA, and maybe I want to sortjust the admin training people.They're right here, so I've
got them highlighted.We'll zoom back a little bit usingcontrol and the mouse wheel.I wanna sort by
column B, just for this data.When you use the tab key, or enter key,when data's highlighted, the active
cell startsto move around in different ways.You can even use shift+tab and shift+enter,but if I press tab
right now, the active cell movesinto column B, and if I do an AZ sort,I'll only be sorting the highlighted
data basedon what's in cell B6 right now,so here I am clicking the AZ button.There it is, we only sorted
the highlighted data,based on where the active cell was,and if I wanted to sort this list in descending
order,by the compensation salary amounts over in column F.I'll tab over into that column, click the ZA
button,so that list is in descending order.The rest of the worksheet here I didn't touch.Those other
records are standing there by themselves,so you can sort pretty quickly using those buttons.Possibly the
keystroke shortcut, and you certainly canat times select data and sort only the datathat's being
highlighted.Use that technique of using tab or enter to movethe active cell around into the columnthat's
going to be the basis for sorting.

Clean up spaces quickly with the TRIM function

- [Voiceover] We're looking at the worksheetcalled HR List - spaces.And as you look in column C,you can
see there're some problems.We've got some leading spaces in front of these.Sometimes these don't
emerge until we sort data.You might have had some entries down around 200 or whateverwith leading
spaces, we wouldn't see those necessarily.But if we sort the data, we're going to have a problem.And
there're other potential problems too.Any time we're trying to make comparison with datain one column
or another or trying to match up wordsin text entries, if there's a trailing spaceor a leading space in one
location and not the other,we're not going to get a match.And sometimes we see too many spaces
between words.All of these can be cleaned upwith the function called TRIM.Let's show what happens,
first of all, if we sort the data.I'll just click in column C, go to the Data tab,click the A-Z button.There's the
data and we see these problems.Now there could be farther down the list some other entrieswhere
there're multiple spaces between words,we are not seeing that right now.They could be way, way down
on the list,there's one right there, 56.So let's clean them all up.Typically, what we do here is insert a new
column.I'm going to right-click column D and Insert,and use the function called =trim.TRIM does three
things: it takes the data we're looking atand returns the data without leading spaces,without trailing
spacesand multiple consecutive inner spaces get reduced to one.I don't know if there's a trailing space
therebut we're about to get rid of it, if it's there.We'll certainly get rid of the leading spacesand the
number of spaces between Processand Development will be one, once we see this.There it is, all cleaned
up.Double-click, copy this down the column.Just to make sure it went to the bottomwe'll press
Ctrl+Period.Looks like it does.Ctrl+Period again, back up top.Now, what we'd like to do is keep these
resultsand we can do it easily with one of our top 10 shortcuts.I'm simply going to drag this datausing
the right mouse button for like any edge,perhaps the top edge, drag it on top of the old data.And as I let
go of the right mouse button, I'll chooseCopy Here as Values Only.Data's looking good.I'll get rid of
column D.Right-click, Delete.Click over in column C and now sort the datawith the A-Z button, Data tab,
and there we are.All cleaned up.Now, trailing spaces often don't pose a problem,particularly when it
comes to sorting.But in other situations they do.In column F, there's a formula here for bonuses.As we
look at this, it says the following:if the entry in column E is Full Timeand the entry in column J is greater
than 3,you're going to get a bonus.So it's possible that some of these peoplemight not be getting
bonuses properly,if, for example, there's a space behind Full Time.Now, this is sample data so I could
make some changes here.But we might see this ahead of time anyway.As I double-click in this cell right
here,there's a trailing space.So what happens in the formula here?The formula is saying: if it's Full
Timeand your job rating is better than 3,and it sure looks like that in both cases,you get a thousand
dollars.But what's happening here?This test fails.This is not true because there's a trailing space.And so,
here too, what we'd be doingis the same thing we did before.Right-click, Insert.We'll use the TRIM
function again, =trim.This will get rid of all of those trailing spaces,no matter where they occur, leading
spaces,and if there're any multiple consecutive inner spacesbetween Full and Time, they'll be reduced to
one.Recopy these.And then, like we did with the other column,using the right mouse button we'll copy
this dataon top of the data in column E,let go of the right mouse button,Copy Here as Values Only.And
you might have seen, this becomes a thousand now.Another one changed down belowand certainly
some others along the way.We don't need column F anymore.Right-click, Delete, and column F need only
be this widewith the bonus.So, cleaning up spaces is a big deal sometimeswhen it causes all kinds of
problemswhen you're trying to make comparisons,you're trying to pull data together from different
sources,the IF functions don't work, can't match data properly.And then, we saw earlier the problems
with sorting.Any time you got leading spaces that's a sort problem.And we saw the other issue
too:multiple consecutive inner spaces and trailing spacesthat pose problems with formulas.Clean them
up mostly with the TRIM function.

Identify and eliminate duplicates

- [Voiceover] We're looking at a worksheet herecalled HR list with duplicatesand it points out a problem
that wesometimes have as we work with listsand particularly if you're gathering datafrom different
sources sometimes inadvertentlyyou copy a record that's already thereand often if we simply sort the
datawe're likely to see these.This list here appears to be sorted.If you sort by last name that's usually
better.I'm gonna click in column Aand then on the data tab click A Z.We see two David Adams
there.That's a duplicate all the way across.But of course we could have situationswhere two people
might have the same namebut they really are different people.But in this case we see what's
happeningand we probably want to get rid of that.But there is an efficient way to do it.But before doing
it, let's consider another option.Maybe if it's a big list, you don't want to goscrolling through it
necessarily but you mightwant to highlight the data differently.We could try this in column A.Probably it
would work better in column Dbecause social security numbers,ID type numbers, are unique.So we can
click column D and on the home tabon the ribbon go to conditional formattinghighlight cell rules,
duplicate values, okay.You can go with the default format of light red fillwith dark red text if you wish.So
here we are scrolling up and down.We might go to the bottom.I'll just click one of the cells.Double click
the bottom edge.There could be quite a few in there.We don't need to see them all.We've got 765 rows
of data here.Let's see what happens when we go to the data taband use the feature called remove
duplicates.Now make sure you choose enough columnsyou don't necessarily have to choose them all.In
other words, where do we want the searchfor duplicates to occur?Across each of these rows,probably
into all these columns here.Now there's no data in columns K and L out there.New salary, tax rate,
3.71,we don't need to check there.Click okay and the duplicate recordswill have been eliminatedand
excel tells us how many it found.They don't use the term rowsand in a certain sense perhaps that's
correctbut duplicate values might sound likeit's not doing exactly what it should.It has gotten rid of data
from columns Aover to column J anytime there were duplicates.We used to have 765 rows at the
bottom.What do we have now?742 so we got rid of some information for sure.Let me undo
that.Sometimes what you want to knowand certainly these highlighting here help,you want to know
which records were duplicated.You can do that by way of a formula.I wouldn't say this is necessarybut in
some cases you could do thissimply by writing a formula out hereto check to see on the first two rows
hereare these two equal to each other?And these, and these, and these?That would probably be
enough.And we could do this by way of an array formula.Equal if.And we're going to check to seeif a
number of things are truewe use the function called and.If this cell is equal to this cell comma and this
cellequals this one and on and on and onand we could do this all the way across if we wantedall the way
into column K or beyondand if we did do that it would take up a lot of space.Now if all those are true
comma we just mightwanna say in double quotes duplicate.I'll just make it shorter dup otherwise
comma unique.So that says unique and double clicking hereof course we see duplicate here.Now we
only see it once so we could write it indifferent ways and approach that in different ways too.And so if
we wanted to do this all the way across the columninto column K that would take a lot of typingbut we
could do it slightly differently.In other words instead of doing column F, G, H, I, J, and Kyou can imagine
how wide this is going to be,we could put in B2 colon K2equals B3 colon K3.Then right parenthesis and
delete all this.And that looks a little bit strange.If you have worked a little bit with array formulasor
maybe not at all, you might be sayingwhat's going on here?The one by one check that I had started to
create therewould have gotten very, very widebut this technique here allows us to make thesechecks
one by one, back and forth, back and forthprovided we turn this into an array formula.We do it by
pressing control + shift + enterand there's our answer.I'll double click and copy it down the column.Now
if we wanted to sort on this basiswe need to actually turn these into their values.Once again I want to
display that formula.It's an array formula.When you press control + shift + enterbraces are placed at the
beginningand at the end of the formula.You don't see them as you type.You don't see these when you
edit.Control + shift + enter.Look in the formula bar, you see the braces.This has been copied down the
column.If we want to turn these into their valuesonce again we'll be using one of our top 10 tips.Click on
any edge with the right mouse button,drag it up, down, turn it into results bycopying here as values
only.Make this narrower of course.Put in a dummy heading, sort, on the basis of column A.An A Z sort
will put the duplicates on top.And there they are.So there are the duplicate records.If you needed to
identify them.Now as we look down here some of theseare not in the order we wantand these are the
second occurrences of these.So here we see David Adams here and Michael Ashley.These are names that
have been repeatedbut these are the entries that we will keep.So we didn't necessarily have to do what I
just didover the last few minutes about these formulas.Let me again back track with control + Z.But
when you do want to identify which cells were deletedand for years I thought that was not much of a
concernbut increasingly I see people saying wellI'd like to know which ones were duplicated.Well we'd
have to set up formulas like we saw heresomething like this to identify them.Technique for getting rid of
duplicate recordsis pretty straight forward you click on your data,data tab, remove duplicates.If you need
to identify the records that were duplicatedyou might work with a formula like this, an array formulaor
the earlier example we saw of this.Okay I'm pressing control + Z a few times,when we built it manually
like this.And again not truly necessary there.Remember also we used conditional formattingon this
column to highlight the cells that were duplicatesand that helped too in dealing with this issue.

Split column data using Text to Columns and Flash Fill

- [Voiceover] On this worksheet called Mixed Nameswe've got data in columns A and B.And eventually
we'll have additional data off to the right.And of course this list could be extremely large.Two major
problems exist in its current state.We cannot sort this list by last name.You see how the names are
ordered there:first name, last name in column A.We cannot sort the list by state,we cannot sort it by zip
code.There're two major approaches to cleaning up this data.On the Data tab you'll see a choice called
Text to Columns.Now as I slide over this, you'll see the description:"Split a single column of text into
multiple columns."For example, you can separate a column of full names"into separate first and last
name columns."You choose how to split it up: fixed width"or split at each comma, period, or other
character."So that's a standard technique and it works well.But even better much of the time and often
fasteris a new feature called Flash Fill."Automatically fill in values."Enter a couple of examples you want
as output"and keep the active cell in the column you want filled in."So, let's split this data into different
columns.We'll use the standard approach first.I'm going to right-click column Dand insert a new column,
and maybe even a second time.Any time you're working with data like thisyou're trying to split it into
additional columns,not a bad idea to give yourself an extra column or two.I'm going to select column A,
and then on the Data tabchoose Text to Columns.Now, in our list here it's commas or spacesthat
separate each field.Promp to you says, "Characters such as commas or tabs."That's the Delimited
choice.Fixed width would be a situation where we want column breaksevery four characters, eight
characters,something like that, that would be consistentall the way through the data.That's not the case
here.Delimited is often the choice herewhen you're trying to break up data into columnsbased on
content.Choose Next.In the example here it's a spacethat acts as the separator.The preview below is
pretty good,but on large lists, just to be sureyou might want to scroll through all of it.It kind of bounces
left and right a little bit,looks lke it's going to work just fine.Click Finish.Now, you'll get this promp
sometimes,even when there is no data there."Do you want to replace it?"I'm going to click OK.And there
we are.It's in two separate columns.Easy.Now, another approach, let me undo that, Ctrl+Z.I'm going to
type Eric,and on the next line I'm going to start to type Max.But as soon as I put in the M, Excel in effect
says,"I see what you're doing," I'll press Enter.We've got all those names taken care of.Now, there
certainly could be situationswhen depending upon the letters and the kinds of names,this Flash Fill
feature that I just exhibited heredoesn't always work the way you want to,although many times it works
well.Let me show you a different way to use this feature.I'm going to type Eric again.This time I'll press
Ctrl+Enter,so the active cell doesn't move,and I'll simply click Flash Fill.It works that way as well too.Even
faster is after I've typed EricI can use this shortcut for Flash Fill.So if I slide over, you'll see it there,
Ctrl+E.That works as well too.And then I will type Gomez over here.Notice that I'm not using
uppercasewhereas the original entries were.The Flash Fill feature sees what I'm doing.Here too I'll press
Ctrl+Enter and Ctrl+E,and we've got this all taken care of.We possibly will leave them in separate
columnswith different headings, of course,First Name, Last Name.We might even want to join them,and
in a later movie you'll see how to do that.Then here's a similar feature here.We could use either Text to
Columns.Now, here, as you look at the city names,most city names are a single name,but of course,
there's Wheat Ridge and Walnut Creek,and San Francisco, and imagine some of thoseCalifornia cities,
Del Mar, Vista, or something like that,maybe three characters.But it's the comma that separates the
names.So here we use Text to Columns, Delimited, Next,and we use comma and not space, and
Finish.Actually we possiblly could use a space here.You see what's happening,it's going to do the state
and zip,but then, as we've scrolled down, look what's happening.See what it's going to do with Wheat
Ridge, and then later,what it's going to do to San Francisco, Walnut Creek.So we don't want to use space
in the example here,but comma works fine.And Finish.Then we'd have to do this all over again with
space.I'm not going to do that, but we certainly could do that.Let me press Ctrl+Z to undo this.You might
want to split this into separate columnsby typing Boulder.I'll press Ctrl+Enter.Let's activate Flash Fill
again.Remeber the keystroke shortcut Ctrl+E, there we are.It even takes care of the City name
above.Now I'm going to type CO, Ctrl+Enter,and I'll use Ctrl+E again, there we are.And one more time the
zip code, 80304,Ctrl+Enter so the active cell doesn't move,and then Ctrl+E again.So we've seen two
different techniques herefor splitting data into separate columns:the Text to Columns feature and Flash
Fill,a new addition introduced in Excel 2013.Idea ways for realigning your dataso that you can work with
it more efficiently.In this final example here, by the way,we could just get rid of column Dand simply
work with the data we have over here.And moving off to the left, we certainly could get ridof the data in
column A as well, too,and readjust the labels.

Join data with the TEXTJOIN function and Flash Fill

- On the worksheet called, Mixed Names,we've got some data in columns L, M, and N.For the moment,
let's ignore the id.What we'd like to do, here, is join these namesin column O.And we could proceed with
one of two major approaches.We could be using the flash fill feature.If you saw the previous movie,you
know, this feature is locatedon the data tab.And all though, it's often used to split datainto separate
columns, you can also use itto join data.I'd like to see the name right here,Baker, comma, space,
Mark.And while I'm at it, I don't want itto be all upper case.So, I'll type, Baker, comma, space, Mark.Press
control, enter so the active cell doesn't moveand then use flash fill.You can use this key stroke short cut
as well,control E.But as soon as I click flash fill,you see what's happening here,and that looks pretty
good.Always be alert as to the accuracy of flash fill.Everything appears to be pretty good here,except the
B in O'Brien is not capitalized.You might see some other problems here.I don't see any, at the moment,
butalthough a great feature from time to time,particularly, if you've got unusual data,this flash fill
feature, good as it is,doesn't quite match up all the time.There're other approaches here too.If we also
wanted to include, for example,the id number,let me press control Z to undo,I could after Mark, put in a
couple of spacesor a dash, either way.However, I might wish to include that id number,and I'll type four,
three, two,and I'll press control enter,and then flash fill or control E,of course, it's short cut.Excel picks up
on what I did thereand we see what's happening thereand that works nicely too.Now, a new function,
now available on Excel 2016,is called text join.And as we look in column U here,here's what we're about
to do,we're trying to pull together allthe information from these codes into a new id.It might not be clear
whether we wantto do this with dashes or spaces or maybe nothingbetween the various codes that
we're gonna pull together.And we can certainly use flash fill.For example, I'm going to type, four, two,
one,space, CA,space zero, three, onespace eight, one, two and pressing control enterusing flash fill,
that's going to work.Now, I might want to do that over againwith dashes, that could possibly work
too.But, let's take a look at this new functioncalled text join.First of all, I'm going to press control Zto
undo the last actions here.Equal, text, join.What is the delimiter I'm going to use?Say I try a dash and try
a dash or a space.Whatever it is, I'll put it within double quotes.We're not limited or restricted to a
singlecharacter either.I'm gonna have a space on either side of the dash.I think better yet, though, just a
dash.If there are any empty cells here,I want to ignore them.Now, I can type in the word, true, right
nowor simply put in an addition comma.Now, where is the data?I'm gonna highlight these cells, right
there.Press control enter, double click to copy downthe column, like that.While the cells are still
highlighted,I could press the function key, F2,to experiment with this, but wouldthis look better a slash?I
don't think so, but I'll try it.I'm caging that, remember all the cells are selectedso I'll press control enter
and we see how that looks.I don't think that's a great idea.Once again, pressing control Z to undoand F2
to edit.I could try this with the vertical bar.On most keyboards this tends to be a few keysto the right of
the letter P.So, I'll use the vertical bar, there.Not sure how that's going to look.That's another
look.Maybe, not so good.Control Z.How about nothing?I'll simply put nothing between the double
quotes.And control enter to change all these.But we have room to experimentwith this a little bit.This
works smoothly when the datayou want to pull together is in consecutive cells.In other words, in the
example here,this is all together.If we decided we didn't want that numberto be at the beginning, but at
the end,probably the best way to change thiswould make this be R two, right here.And then, following
all this put in the ampersandand then get the data out of Q two.How's that going to look?Like that.So,
that's a possible work around,if you wanted that kind of layout.So, the two features we've seen,the text
join function, shown here,and the flash fill feature that we used over herewith this data here.Allow us to
come up with relatively quick waysof joining data and making changesalong the way.Two vital features in
redesigning the data.Increasingly, I hear people are getting datafrom other sources, it's not always in
great shape.These features really help to restructure the data.

Ensure unique entries with data validation rules

- [Voiceover] In this worksheetcalled Data Validation,I'll be putting in some names,I already have some ID
numbers,and I want to be sure to keep outduplicate ID numbers.But as you can see from this list
alreadythere are some duplicates.Now, one approach is simply to highlight the duplicates.That's not
going to help us keep out duplicates.As a reminder, if you click Column BI'm on my Home tab, go to
Conditional Formatting,Highlight Cell Rules,Duplicate Values,and we probably would have seen
thatanyway with our eyes since the list is so shortbut we see the duplicate values highlighted.We don't
really need this feature here,so I'll simply press escape.We might actually want to prevent duplicate
entriesfrom going into Column B.Let's get rid of the data.Now, there is a function called COUNTIF.You
might be familiar with it.COUNTIF says, I'm looking at a certain location,let's imagine it's going to be
Column B, comma,and I want to know how oftena certain value appears there.Now, if I, for example
right now type, b2well, there's nothing in b2,how often is this appearing here?Zero times.Well, I'll put in
a number here,like 12.Now, I want this to always be equal to one.If I put in a 12 down here,how often is
that appearing?Two times.I want a data validation rulethat in effect is going to be sayingI want this count
to always be equal to one,but we want to do it for the entire column,and you wouldn't know
instinctively,particularly if you've not used data validationthat we can use the data validation rule that
says B1,We're using that,first of all, select Column B,write this function,we want it to always be equal to
one.That's going to be our data validation rule.Now, usually you don't prepare data validation
rulesoutside the actual featurebut I'm doing this on purpose,I'm going to put a space in front of it,press
enter,and just leave it there.That's the rule we're going to be using here.When you create a data
validation rule for an entire column,and you use a function like this,it will use the current active cellas a
starting point,but by implication it will mean,for every single cell in the columnit's going to be checking it
to see how often it has been,or how often it does occur in the column.So, get rid of the data here.Let's
also add a restriction thatthe ID number must be four characters.So in this particular companythe ID
numbers are all four characters,they would be numbers or text or any kind of mixture.So we're going to
be clicking Column B,now I'm not suggesting that data validationalways must include the entire
column,but many, many times it is.You're setting up a list,it's going to grow,why not select the entire
column ahead of timeand apply the rule.Column B has been selected,Data tab in the ribbon,Data
Validation,Allow,and the term at first wouldn't be obvious.Custom, a custom formula.And that formula is
going to be exactly as we see it here.Equal, don't really have to capitalize it as I type
it,=COUNTIF(B:B,B1)=1Now, we also want this to be four characters in length so,we can also chooseby
putting the word AND right after the equal sign,=AND(we want that to be true, comma, and the
length,and that's the function LENthe length of (B1)=4there is another option availablewhereby you
could choose length by itself,that could be the entire criterion.But in this case, we're combining it along
withthe other capabilityand I'll highlight thisControl + C and paste itoutside so we can see it a bit more
clearly.Click OK.We're using B1,even though B1 itself contains the column heading.So, the new rule that
we have in place,I'll paste it right here,is this.And so that doesn't overlap our data,on the Home tab,I'll
just make that B,left aligned.So, I'll type a number.Nothing wrong with that,nothing wrong with
that,that's a duplicate,and sure enough, message pops up.We could have if we wished even
customizedthe wording of the message,that wasn't necessary here,but we see what's happening.If you
click Retry, you're in Edit modeso you can make an adjustment to the data,Cancel simply wipes out the
data.So maybe that should have been a five there at the end.Okay.I'll make another entry here,only
three characters this time.That fails our data validation rule for the other reason,because the length is
not four.This also means, by the way,that it can't be five,it's got to be four all the time.So, it's going to be
unacceptable as well.Same reason.So I think you get the idea here,we can use letters,always got to be
four charactersand here's another duplicate coming up,and immediately, we press enter,we see what's
happening there.So this kind of a formula,and by the way the length part of itwasn't truly necessary for
the ideathat we wanted this to be unique,but at least we can combine those features together.But the
main idea is if you want to keep out duplicate data,do it at the very beginning,you won't have problems
later,use this count function,that's the core of it,this keeps out duplicate entries in Column B.

Force typed dates to be weekdays only with data validation rules

- [Voiceover] In this worksheet called Data Validationwe want to make sure that the date entries in
column Kare more than two days after the order date.We also want to make sure that the shipping
datesare not on a Saturday or a Sunday.This is a five-day week operation,we don't do shipping on those
days.We need to know a few things ahead of time.There's a function called WEEKDAY.If you're looking at
a date,that can only return the values 1 through 7,1 is Sunday, 7 is Saturday, 2 is Monday, etcetera.That's
a Thursday right there, a 5.So knowing that function or being familiar with itis going to be helpful.The
other thing we need to make sure ofis that the shipping date is more than two daysafter the order date,
and we'll simply make a comparisonbetween the two.Now, if you're not familiar with data validation,be
sensitive to the idea that when you select the areawhere the validation rule is to go into place,for
example, I'm clicking column K,or possibly I could be highlighting K2 down to K300or something like
that,I'm going to select the entire column.So that means that right now the active cell is in K1,and that's
critical for writing the data validation formulathat we will we need here.So on the Data tab on the
ribbon, Data Validation,Allow, this is on the Settings tab.And at first it wouldn't be obvious what we need
to do here.We choose Custom, which means a custom formula,and that custom formula will include two
major criteria.This date has to be more than two dayslater than the order date.It can't be one of those
weekend days.And we need to create a formula here beginning with equalthat includes the word
AND.Now, I'm typing this in uppercase, that's not a requirement.I'm doing that partially for visibilitybut I
will copy the formula ultimatelyand paste it on the worksheet so we can see it larger.So, we first set up
the rule for the shipping date.And I'm using K1.Now, K1 has text in it.But by inference, and you wouldn't
know this at first,this means every cell in the highlighted area,K2, 3, 4, 5, is part of this comparison.And
when I write K1 greater than J1 plus 2what I'm really meaning is for every single cell in column Kwhen
entry will occur, there will be a comparison madewith the cell to its left.So K1 greater than J1 plus two,
comma,and now we'll use this WEEKDAY function,and we need to use it twice.WEEKDAY, left parenthesis,
and again we'll be using K1.We want this not to be equal to Sunday.Sunday is 1, if you use the WEEKDAY
function,so we want it to be not equal to 1,and also we need it to be not equal to Saturday, that's a 7.So
I'm going to highlight all this,so I don't need to type it again,press Ctrl+C, paste it at the end here,
Ctrl+V,and change that final 1 to be a 7,and then right parenthesis.I'm going to be highlighting all
thisbecause I want to copy it so you can see it largeron a worksheet cell in a moment.So we click OK,
we're ready to see if this is going to work.Unfortunately, this message might scare you a little bit.It says,
"The Formula currently evaluates to an error."Do you want to continue?"Yes, we do.That simply means
that K1 and J1 don't fit the formula.We don't care about that.Yes, we want to continue.And that formula
looks like this.Ctrl+V, I'm simply pasting it.So there're three parts to the function.The entry in column K
must be biggerthan the column J entry by two,the day of the week cannot be Sundayand it cannot be
Saturday.That's the rule, it's in effect in column K.So if I put in 3/5/16 here,that's not more than two
days.So I'll retry it, make it a 6.And that's not acceptable, and why is that?It's probably a weekend
day.We don't necessary know whether it's Saturday or Sunday,I think it was a Sunday, but we could
retry.Is a 7 going to work?Yes.And so on, and so on.So for every single cell in the column here,any time
an entry is made, it's being comparedwith the entry to the leftto make sure it's more than two days
later,and it's checking to seeif the day of the week entered is a Saturday or Sunday,and it's restricting
that kind of entry.So, a powerful tool, data validation,has a lot to do with how we set up data,how we
get our data into worksheets,but a formula like this keeps out the bad datathat we don't want.

Display unique items from large lists

- [Voiceover] On this worksheet calledHR List with Duplicates,you can tell by its namethat something is a
little bit off here.We do have duplicates in this listand we surely want to get rid of them.Looking at the
people's names down in column A,might start to scroll, don't see any duplicates.This is not a foolproof
method, of course,but eventually we might see one.For example, down here, rows 39 and 40.Problem is
we might have others as well.So we certainly would get rid of themand probably use the feature called
Remove Duplicates.It's on the Data tab in the ribbonin the Data Tools group.We could, however, want to
get a new unique list.In other words, let's not destroy the existing list.Let's create a new list that is
unique.We can do that too by way of a featurecalled Advanced Filter.At other times maybe we're only
looking atcertain parts of the data.For example, someone might be looking at column Cand say how
many different departments do we have?Could we create a unique list for just column C?We can do that
as well too.That we can do with Advanced Filter or a pivot table.So let's first approach this ideathat if we
did want to clean up the dataand that was the sole purpose,we would use the feature called Remove
Duplicates,easy to use.Before doing that make surewhich columns are actually criticalin making your
choice here.If it's just columns A through J,let's click within the data.I'll zip down to the bottomby double
clicking the bottom edge of the active cell.Just as a reminder here, we've got 765 rows.So Remove
Duplicates.Which columns are we concerned about here?Really only columns A through the Job
Rating.The others off to the right we don't care about.Okay, and it looks like 23 rows.Now it doesn't say
23 rows,but that's what it really means.Wording's a little bit off,not values but actually rows,at least
within columns A through M.Click OK, double click to go to the bottom.Remember it had been 765, now
it's 742.So it's 23 rows shorter than it had been.Let me undo that, Ctrl+Z.What if you say in factI don't
want to get rid of these records just yet.I want to create a brand new listthat doesn't have any duplicates
in it.So scroll to the rightand see what we have over in the worksheet.There's some other data here that I
don't really need.I'll just hide the columns, right click and Hide.Let's suppose we copy this new list into
column AE.I'll zoom back a little bitso we actually can see it happen.So this we'll use a feature called
Advanced,actually Advanced Filter.Always give this a look.Make sure Excel is looking at the data you're
concerned withand we are right here.Copy to another location, Unique records only.No Criteria range is
required here.Copy to, I'm going to click on cell A1.As I click OK, we should see a list off to the right.The
concern is how big is it.I'm going to click on one of the cells,double click to go to the bottom,goes down
to row 742.So this is a unique list, there are no duplicates in it.We still have our original list.Now what if
we were only concerned with column C.I don't need that list off to the right.I'll just get rid of it with
Delete.Let's focus on column C.Two different ways now to approach this.We want a unique list of the
departments in column C.We could put it right here on the same worksheet,maybe out in column
AF.Select column C.Now when you use Advanced Filter,it often remembers the previous range,so be sure
to check this out.This says List range and it refers to the list rangethat we saw earlier,that entire list of
data over in columns A through M.Now we want to change this to be just column C.Copy to another
location, no Criteria range.Copy to AF1, we'll put it right there.Unique records only, OK, and there it
is.That's a unique list of the departmentsthat we have in column C.We could certainly do thatfor other
columns too if we wished.It's real easy to set up.Another approach here could belet's quickly create a
pivot table.Now that sounds like it could be a certain amount of work,but it doesn't have to be really.In
fact, it can be rather fast.Our data's all together here.There are no empty rows within it.We can start the
process of a pivot tableonly for the purposeof getting a unique list of departments.So active cells within
the data,Insert tab on the ribbon, I'll go right to Pivot Table.Put this on the existing worksheet.I'll scroll to
the right a little bit,put that in cell AH1, click OK.The only thing I'll do hereis click the box for
Department.As I scroll to the right here,you can see what's happened in column AH.There's a unique
list.Now this is part of a pivot table,but you can certainly copy-paste that data.So either this technique
using a pivot tableto create the listand not really going any further with pivot table,or the other
approach we used using Advanced Filter,we were able to create unique lists.With this larger set of
dataalso to create a unique listof the entire large list there that goes down to row 765,we used that
feature on the Data tab, Advanced Filter.Different techniques for creating unique lists.

QUIZ

Why would you use the TRIM function?

 to get rid of any spaces in the middle of text

 to shorten the amount of text in a cell

 to ensure matches can be made

Your employee names are in column D for first name and column E for last name. How can you quickly
get them into column F as last name, first name?

 Enter last name comma space first name in the top row, and then select Flash Fill in the Data tab.

 Enter last name comma first name in the top row, and then select Flash Fill in the Data tab.

 Enter last name first name in the top row, and then select Flash Fill in the Data tab.

You are setting up data validation in column B and use this custom formula:
=AND(WEEKDAY(B:B)<>7,WEEKDAY(B:B)<>1) What is the result?

 Mondays and Fridays are not included.

  Saturdays and Sundays are not included.

 Only Sundays and Saturdays are included.

12- CHARTING AND VISUAL OBJECT TIPS

Manipulate chart placement with dragging techniques

- [Voiceover] After creating a chart,you probably would want to move it arounda particular worksheet,
you might want to reshape it,resize it, you might even want to line up its edgeswith the cell boundaries
in a worksheetand you can also quickly make a duplicate of a chart,maybe because you want a chart
showing the same databut of a different type.On this worksheet called Chart Data,I'm gonna be
highlighting the datafor Domestic, Europe and Asia for all 12 months.One of Excel's best shortcuts,let's
create a chart right here on the worksheet,Alt + F1, and there it is.To move a chart, you can drag any
edge,it's gonna be easier though if youdrag just inside the edgeand usually this works best either in
theupper-left or upper-right, just click and drag.Don't click in the middle of a chart and dragbecause
you'll be moving perhaps the inner portion of it.I'll press Control + Z to undo that.So just inside the
upper-right or left bordertends to be the easiest way to move a chart around.You might wanna resize a
chart.Sometimes you wanna chart smaller or larger,but you wanna keep that same ratio of height to
width.Maybe we're gonna put a chart below this,but we like the shape of this in the sensethat it's so
wide and so tallso if we point to one of the corner,and they're called handles,we can click and drag and
go anywhere we want with this,however, by holding down the Shift key,we can make this bigger or
smallerwhile retaining that same ratio of height to width.Got the Shift key held down,maybe I'll make
this a bit smaller, just this big,let go of the mouse firstand we see the same ratio of height to widthbut a
smaller chart.At certain other times,and you're much less likely to use this,if you point to any of these
handlesand hold down the Control key,if you point to either top or bottom handle hereand hold down
Control and drag,you'll be making the chart taller or shorteraround the same center.I think most of the
time we wouldn't really have that need.Similarly, on the right or left side,if we hold down Control and
drag outward or inward,we're making the chart wider or narroweraround the same center.And if we drag
from a corner with the Control key held down,we're making the chart bigger or smalleraround the same
center.Now we could go wider and we can go narrower too this way,taller and shorter.If we also hold
down Shift, so now I haveShift and Control held down,we're making this bigger or smallerwhile keeping
the same ratio of height to widthand in all cases here when you're using keys and the mouse,let go of
the mouse first to keep the shapethat you have created.There will be times when moving the chart
aroundyou might say, "Well I'd like to have another chart"looking pretty much like this,"but maybe a line
chart,"let's not recreate a chart,let's just press Control + D,think of "D" for duplicate.We've got a second
chart here,we'll just resize each one of thesethe way we wish.If we wanna make the edges of the
chartline up perfectly with the cell boundaries in the backgroundwe can drag any of these handles,and it
will work best if we do thison opposite corners, drag a handlewith the Alt key held down.As I hold down
Alt now I can only line up these edgeswith cell boundaries in the background.Here too, let go of the
mouse first.So I drag the lower-right corner,so the right edge and the bottom edgeare lined up with cell
boundariesand in the upper-left, remember I can ,drag it anywhere I wantbut I'm holding down Alt to
line up the cell boundarieswith the F,G boundary and the row 1,2 boundary.Again, letting go of the
mouse first.Same idea, holding down Alt.So lot's of different techniques herefor manipulating charts,we
hold down Alt to line up the edges,we hold down Control to keep the same center,and we use the Shift
keyas we drag edges to keep the same aspect ratio.And earlier we saw a quick wayto duplicate a chart,
Control + D

Create chart titles from cell content

- [Voiceover] We're in a worksheetcalled Chart Data over in Column T.We'd like to create a chart of just
this dataright here, and I'll press Alt F1.Now when you create a chart,usually you get a default chart
titleconsisting of that very phrase.We might want to have a titledown the left-hand side,and the easiest
way to do thisis on the contextual design tabthat appears when a chart is selected,second button from
the left, Quick Layout.As you slide over some of these choices,you'll notice that sometimes you'll see
legends,sometimes you'll see titles on top,sometimes you'll see titles on topand on the left-hand side.I'd
like to create a chart with the title on topand one down the left-hand side.But instead of actually
typing,I'd like to pick up data that's on the worksheet itself.In Cell T1, that's a merge to cell is the
text,Accelerated Learning Tools,the name of this company.And in Cell T2, that's also a merged cell.In no
way is this a prerequisitefor what we are about to do.But instead of, in this chart,typing a new title,
which I certainly could do,I'm simply going to click Title,type the equals sign, and then click this Merge
Cell,the Accelerated Learning Tools right here,and press Enter.So it's equals sign, click the cell that has
the datayou want, then Enter.And since I've also chosen an optionto have a title down the left-hand
side,and it's appropriate that the data in Cell T2work here, and it will, once againI select the portion of
the title I'm interested in,access title, type equal, click Cell T2, the merged cell,and Enter.The merged cell
is not a prerequisite for this,it could be any cell.So now our title's in place,and that works beautifully
here,because it is a chart that is a column chart,and it works well for bar charts.Now introduced in Excel
2016 are some new charts.You will not be able to use that featureon these kinds of charts,and starting
here on the Insert tab in the Charts group,for tree map and sunburst chartsyou will not be able to use
this feature.Also, just below this, histograms and pareto chartsyou will not be able to use the
feature.And over to the right here,waterfall, funnel, can't use it there.You can on stock.So the newer
charts in Excel don't let you usethis ability to quickly pick up the titlethe way we saw it here.But for
many, many users, let's say,probably for most users most of the time,you're going to be able to use this
feature.You can use it for bar charts, column charts,line charts, pie charts, the more common chart
types.Chart types that have been around traditionallyallow us to use this capability, and again,clicking
the chart title here, typing equal,picking up the data from the merged cell,and enter, there it is.An easy
way to get titles onto your charts.

Create and manipulate shapes with the Shift, Ctrl, and Alt keys

- [Voiceover] We're on the worksheet called Shapes,and there are two shapes here.There are lots of
potential shapes.We can add text to these.And they certainly can be on worksheets where you'vegot
charts and data.Let's focus on how to create these and how tomanipulate them.On the Insert tab on the
ribbon, you'll see a Shapes button.Now, depending upon your screen resolution, possibly thiswill look a
little different.This is in the Illustrations group on the Insert tabon the ribbon.Click the drop arrow, and
we see well over 150 differentShapes and Arrows, Lines, Flowcharts, Stars and Banners,all kinds of
options here.Click any one of these.I'm going to click Rounded Rectangle.And then, I can click and drag,
make it really wide,really tall.If you want a so-called perfect shape, hold down theShift key.Now, for the
Rounded Rectangle that's approaching whata square might look like with rounded edges, let goof the
mouse first.If you want to create a circle, create an oval, but holddown the Shift key.Insert, drop arrow
again.There's an oval.Make it wide, or tall, or whatever.But if we hold down the Shift key, it's going to bea
perfect circle.Be sure to let go of the mouse first to retain that perfectcircular shape.Rectangle.Here's
one that's already created.We could make this a square by holding down the Shift key.Now, if we already
created it though, it's not goingto be rectangle.Holding down Shift here simply means make it biggeror
smaller, but keep that same ratio of height to width.So, if we want to create a perfect square, Insert,once
again, the arrow for Shapes.Here's a rectangle.And rather than make it wide or tall, perfect square.Shift
key.There it is.Notice when you click a shape or click and drag itto move it, you'll see on top the rotation
arrow.So, we could rotate this any way we want.If you want to rotate it in certain angles, hold downthe
Shift key.You can only rotate this in 15 degree increments.So, there's 15, 30, 45, and 60,and 75, and 90,
and so on.You find that with other shapes as well too.Any of these shapes can have text in them.Maybe
this is going to be about the budget here, a littlebanner up top.I'll just click in here and type in 2017
Budget.Click and edge here.Then, you can go to the Home tab.Maybe I'll use the bigger font here.It's
gonna be a little bit bigger.We can Center this Top, Bottom, Left, Right.Make it bold.Maybe a different
color.Maybe not.That's easily done.We can do these with the shape right as you create it,or we can do it
later.If you right-click on a shape, you'll see the optionEdit Text.And many times, that's not even
necessary.You can just click on the shape and start typing.When you're making a shape larger or smaller,
if you want tokeep the same ratio of height to width, maybe it'sthe oval here.I want to make that bigger.I
can drag one of the corners.If I don't do anything special, I could make it wide,or tall, or all kinds of
different shapes.But if I hold down the Shift key, I'm making this biggerwhile retaining that ratio of height
to width.If I want to keep the same center, hold downthe Control key.Now, if you do this from a corner,
you're making the ovalwider, taller, smaller, but around the same center.If you want to keep the same
ratio of height to width,hold down Shift.So, now I've got Control and Shift held down as I'mmaking this
bigger and smaller.At times, you forget which button does which, but a littlebit of experimentation will
help you bring it back.Perhaps thinking of Control and Center both begin withthe letter C, so they're
similar.Holding down Control means as you drag these handles you'reretaining the same center.Holding
down Shift, you're retaining the same ratioof height to width.And again, let go of the mouse first as you
makethese changes.If you want to duplicate a shape, there are two ways.If you're about to create a
shape, you can right-clicka shape.Suppose I want a bunch of rounded rectangles.I'll right-click the
rounded rectangle and choose LockDrawing Mode.And then, draw a rectangle there, and here, and
there,indefinitely until I press Escape.Now, each time I drag that I use a different proportionof height to
width, which is fine.If you want to duplicate an object that's already beencreated and have an exact
duplicate, in other words,same ratio of height to width, same size and everything,simply click a shape
and press Control + d.I did it a few times there.Some shapes you'll notice have yellow circles on them.If
you drag the yellow circle around, you're changingthe inner portion.I'm making this approach a circle, or
this way,approaching a square.If I draw something like a hexagon, for example,or an octagon, those kinds
of shapes, once again, remember,if it's a perfect shape as you want when you're dragging,instead of
making this really wide or really tall, hold downthe Shift key for a perfect shape.And there's that yellow
circle again.We can drag this.It's approaching a diamond or it's approaching a squareas we drag in
different directions.And there's certain other shapes where maybe that'smore meaningful.For example,
one of the shapes here is smiley face.There's the smiley face character.And there's that yellow
circle.Maybe it's Friday.Maybe it's Monday.We can change the shape here too.At all times, notice that a
contextual tab appearsin the ribbon, a Format tab.Maybe we'll change the background color to this
oneor that one.And depending upon where the shape is on your screen,you might not get the full flavor
of this until youmake the selection.If you have these shapes more to the right side, when thesechoices
are made visible, they don't overlap the shapeyou're trying to change.So, lots of options here.We could
be creating lines as well here too.And when you create a line, I think nearly always you'dwant to make it
thicker.Here's an actual arrow, of course.You might want to choose that.But immediately, on the
contextual Format tab, I'm gonnamake this be a lot thicker, maybe even thicker than that,and darker
possibly.And even here too, lots of choices about shape outline,shape effect, that sort of thing.If I want
that line to be under the oval, I have twopossibilities.Maybe select the line first.And on that contextual
tab, Format, Bring Forward.How 'bout Send Backward.It doesn't seem to work.How 'bout Send to Back?
There it is.We can see that effect too.Lots of capabilities here for creating the shapes,moving them
around, resizing them in different ways.Remember how the Control key and Shift key can be usedat
different times to control the center of the shapesor the ratio of height to width.For many, many shapes,
when you create them, you want tohold down the Shift key.For others, not so much.And keep an eye on
those yellow circles.Here's one more of those examples, the sun right here.Again, that could be a perfect
shape if we hold downthe Shift key.There it is.And here, that yellow circle makes a big change in the
lookof that particular shape.So, lots of options here.And we kind of use that, and we can use it on the
sheetto the left, Chart Data.I'll do a quick chart right here.It is highlighted.Alt + F1.I want to accentuate
that high number in December.So, Insert tab, drop arrow.There's an arrow.Maybe I'll point from the high
number there to the actualcolumn.Make that thicker possibly.That sort of thing.And maybe even add a
text box or a different kind of shapeto comment on what this is all about.These are so easy to use, easy
to get to.Again, many times, you'll be adding text.And so many options here.Lots we didn't even look
at.Stars and Banners, and so on.

Create linked dynamic and linked static images

- [Voiceover] On this worksheet called 1st Quarterwe're seeing some data, starting in column G,that
looks a little different than the other data.The rows aren't quite lining up perfectlyand the columns don't
seem to always match up up top.Looks a little strange.2nd Quarter, same idea, 3rd Quarter, 4th
Quarter.What we're seeing in all these cases hereis actually a picture.If I click one of these you'll see how
handles emergeon the corners and on the sides.And what this is a picture of,and notice as I go back 3rd
Quarter, 2nd Quarter,we're seeing the same dataon the right side of the screen here.Grand total at the
bottom, 27,879,171,000 on top.I'm gonna go to the summary sheet now.Here's 171,000, there's that
other number,27,879 at the bottom.What we've done here is something you could consider doing.This
data here was copied and was pastedon each of the other four sheets.Now, backtrack a little bit here.On
this 4th Quarter sheet here,I'm gonna zoom in a little bit, this says 1st Quarter total.It's getting it's data
from cell E3on the 1st Quarter sheet.As you might guess, 2nd Quarter sheet, 3rd Quarter,4th Quarter,
and some totals out here,this is simply a total of the data to the left.Everything on this sheet here, on the
summary sheet,is data based on the other four sheets.And as a general rule, whatever we see in column
B is data.The yellow cells here, these are formulas getting datafrom 1st Quarter,column C getting data
from the 2nd Quarter, and so on.The green cells are summariesof the data that's been sent over.The
green cells here are not formulas based onthe other data, but adding up the dataas it's been pulled here
with these sheet references.So, anytime we make a change on the 1st Quarter,2nd Quarter, 3rd Quarter,
or 4th Quarter,anytime we make a change to a formula cell thereit causes a reaction on the summary
sheet here.And we've copied the summary sheetand displayed it on each of the others.Let's go to one of
the sheets like 1st Quarter here.Zoom in a little bit.Remember, this is the real data on the 1st Quarter
sheet.This is a picture to the right.So, here's the number 12,800, 13,000, 13,000,here's the 40,000
total.And this cell is being used with the formulaon the summary sheet.And there it is right there. It says
what?Get data from cell E3.So here we are on the summary sheet.Here's a linkage formula that's getting
datafrom that 1st Quarter sheet.Go back to the 1st Quarter sheet.Here's that total right here.And we see
it being reflected over there.I was about to say it was in column I,but it isn't really in column I, remember
this is a picture.We'll move it around a little bit tooand reshape it eventually.Now, that total, that 40,000
total,when it changes on the summary sheet,will cause the 171,000 to change as well too.Because back
on the summary sheet,we'll jump back there momentarily,if this number changes, then this
171,000,which is a total of the four cells to its left,it will change as well too.So, first of all, to show that
this is workingI'm gonna make it change here.Now, the February number and the March number,these
are all independent, but I might change all threeor maybe just one of them.Maybe the March number
was the mistake.That should have been 14,880.Now, when I change that to be 14,000,what's going to
happen to the total to the right?It'll jump up to 41,000.And meanwhile, the formula on the summary
sheet will changeand the 40,000 that we are seeing a picture ofright here will change,and the grand total
will go up to 172,000.And we see those changes.There's the 41,000.Meanwhile, this object to the
rightwhich is really a picture, it's like having a TV camerapointed at the summary sheet.41,000 appeared
there, so does the 172,000.So, let's get rid of these and show how to create them.It's fairly easy.I just
deleted the image from the 1st Quarter sheet,I'll go to 2nd Quarter.Click here and delete.Third Quarter,
click on the right side, delete.And 4th Quarter, click there and delete.And then on the summary
sheet,this is the data that we want to see,all this data here, I'm going to highlight itand simply press
Control-C.And now I'll go to the 1st Quarter sheet.Zooming back a little bit.And for starters, we can put
this almost anywhere we want,I'll just click, cell G1.And on the Home tab, the arrow under Paste.Lots of
choices here, but the final one under Paste Special,Linked Picture.Now, if we simply click Picture Hereit's
as if we took a snapshot, a photoof what's on the summary sheet, we're gonna paste it here.That means
it would never change.But a linked picture will, so we click here.And let's do that for 2nd Quarter. Click
right here.Same button, there it is, Choice.3rd Quarter.Again, going G1, click that drop arrow.Last button,
Link Picture, there it is.And finally 4th Quarter.So it's there four times.Now, it looks a little bit strange,and
as you move it aroundyou can see the grid lines through it.It's as if it were printed on a transparency.So
let's make a change or two.And we can do this once and then apply it to the other ones.I'm lining this up
just perfectly, but we couldexperiment with that a little bit.I'll line it up this way for starters.Looks pretty
good there.3rd Quarter, it looks okay.2nd Quarter, 1st Quarter, looking fairly reasonable.In no particular
order, but I'll start in the 4th Quarter.One change I want to make here is to fill in the background.I could
right-click and format the picture.The dialog box to the right brings up some choices.Click the paint
bucket.Fill, Solid fill.I could choose white here.Watch the image, roughly over columns G through
M.Looks like this.Possibly a different color? Something to experiment with.Certainly a light color.Yeah
that might look a little bit better.It offsets it a little bit.We can still see the grid lines too.If I wanna do that
on the next three sheetsall I have to do is go to 3rd Quarter.This is already selected, so I can press the
function keyF4 to repeat.2nd Quarter, same thing, function key F4.And 1st Quarter, function key F4.It
occurs to me that the picture hereis chopping off the word Miscellaneousalso Cost of Goods Total.So I'll
go to the summary sheet and readjustthe column widths, like this.Double-click the boundary, there we
are.Let's go take a look at what's happened here.On the other sheets that's looking pretty good.Because
this is like a TV camera, like a monitor.Changes we make on the summary sheet are reflected here.So in
each of these other sheets,we see what's happening now,we can see the data in the leftmost column.So
it's a handy little feature to have.It might seem a little contrived at first,what's been done here.But think
of it again.At any given time when you're making adjustments to1st Quarter, 2nd Quarter, 3rd Quarter, or
4th Quarter,changes you make in here that have any impact on the totalscause the summary sheet to get
changed.The summary sheet is picking up data here, for example,from quarter one, and then when the
changes are madeon the summary sheet, we see them to the right here.Because this is a picture of the
summary sheet.A linked picture.So it's a pretty cool idea in some respectsfor always keeping an eye on
data located elsewhere.You could do this on a small basis too.Simply having a one cell picture that's
important to youon a summary sheet, and do just what we did here.A simple copy, but when you
paste,paste it as a linked picture.

QUIZ

What does it mean to have a linked image be dynamic?

 If a change is made to the data, the change instantly appears in the linked image.

 The image was created from data somewhere on a worksheet.

 Changes made to the linked image are also made to the data.

You want to make your chart smaller while keeping the same width-to-height ratio. How will you do this?

 Hold the Shift key down, and then drag one of the corner handles inward until it is the size you
want.

 Hold the Ctrl key down, and then drag one of the center handles inward until it is the size you
want.

 Click anywhere in the chart, and then drag inward until it is the size you want.

You are working on a histogram. When you try to use the technique of clicking on Title, entering an =
sign, and clicking the cell with the content you want as a title, it does not work. Why?

 You did not specify whether you wanted the title at the top of the histogram or along the side.

 You did not perform the steps in using the cell content technique correctly.

 The technique only works with some charts, but not histograms.

You have an oval shape on your worksheet that you want to duplicate four times. What is the easiest way
to do this?

 Use Lock Drawing Mode on the Insert tab, and then draw the shape four times wherever you
want it.

 Go to the shape you want to duplicate, click on it, and then select Ctrl + D four times.

 Find the shape you want to duplicate, drag the bottom-right handle, release the mouse, and
then do it four times.
13- TEN TINY TIPS

Become a more proficient Excel user with these short tips

- [Voiceover] The Chapter 13 file containsone worksheet called Quick Tipsand down the left-hand side
we see 10 short,we might call them tiny tips,and I'll cover them in order.Press Ctrl + Enter to keep the
active cell in place.I'm about to write a formula in C2and when I finish the formula,if I press Enter, the
active cell will move into C3,but I want to copy the formula down the column.So here's the
formula.Everybody's going to get a salary increase here of 2.1%.So I'll be using cell D1 in the
calculation.I'll start using cell B1 for the first formula.= B1 x D1I want that to be an absolute addressso
I'll press the function key F4and then + B2 but I won't press Enter.I'll press Ctrl + Enter.I want the active
cell to stay in place.Then I can copy it down the column quickly, double click.I'll come back to the
format in a bit.Now second tip, don't capitalizefunction names as you type them.Equal, I want a
median of those values.I don't have to capitalize the word median.After completing the entry,it will
automatically become capitalizedbut you don't have to capitalize it as you're typing it.I want to refer
to column C here, that's it.I do not have to type the right parenthesis.Third tip, don't type a right
parenwhen typing a single function.There's no nesting functions.No other functions are being
used.Excel takes care of this for us.In this case I can press Enter or Ctrl + Enter.It makes no
difference,but I don't have to press right parenthesis.Enter, there we are.Don't use the collapse button
in dialogue boxes.Tip number four.You might not even be aware of this feature.I'm selecting column K
and I'm going to set upa data validation rule for a pick listto use the items that are currently visible in
column M.So, Data tab, Data Validation,Settings, Allow, List.I'm going to click in the Source panel.Now
if the data validation dialogue boxwere somehow overlapping the data,perhaps there would be a
reason to usethis button here called Collapse.We don't see a pop up here,but that's the Collapse
button.It does this and then we can bring it back again,but if this is out of the way a little bit,or at least
if we can see a portionof what we need to highlight,there's no reason to use this button.What do we
do when we click in the Source panel?Go highlight the data.The dialogue box collapses automaticallyas
we're highlighting the data.Let go, click Ok, and now this is working.If you've never used the feature,
it's a great one.I'll just pick this, I don't type a thing.Eventually that list should be elsewhere.Either on
a different sheet or hidden.You don't want anybody using this to have that nearbybecause possibly in
situations of security,you don't want those to be easily changed.You can also use this by the way with
Alt + down arrow.I'm using Alt + down arrow now,and I'll use the arrow keys to come down to this
choice,that choice and Enter and so on.Tip number five, there's no need to selecta column or a row
just before you right clickthe column, row to get the shortcut menu.Now suppose I want to do some
formatting on column C.I want to get to Format Cells.I could click column C, then right click,and Format
Cells, nothing wrong with that of course,but if I know ahead of time I'm about to do that,and the
active cell's out here somewhere,I'll just point to the column letter C, right click,and there's Format
Cells, click it.This makes it a bit faster hereand I'll change this to some other format,perhaps this one
here.Maybe not two decimals and click Ok.So that's taken care of.Press Shift + F10 to active the
shortcut menu.It doesn't activate the mini toolbar.Now the question is why not just use right click?
Well it could be that time when you don't have a mouse.You're on a laptop possiblyor the track pad
isn't working, the mouse isn't working.I might want to get to the shortcut menufirst highlighting these
cells.You can highlight cells quickly with the Shift key.If you want to select cells, maybe the mouse isn't
working.Maybe these are highlighted.Where's that shortcut menu, Shift + F10.We can use our arrow
keys to move down that tooif we wish to get some choices this way.So, although you might not need
this feature very often,Shift + F10 can occasionally come in handyto activate the shortcut menu.If you
need to format cells,select them and then right click the cellsto activate the mini toolbar.For example, I
could change the format of theseby going to some features on the Home tab,which isn't always active
but even if it is,I have to move away from the data, so to speak,but instead of having to go to the top
menu,I've got my data highlighted, I'll simply right clickand immediately the mini toolbar
appears.Maybe what I wanted to do herewas make these cells italic or provide some other
font.Maybe make them bold, italic maybe not.Fill these in with a different color, whatever.In other
words, we can make a lot of choices hereon the mini toolbar and we can get here quicklywith a simple
right click rather than having to goup to the main menu on the Home tab there.The Home tab
sometimes needs to be selectedbecause we've been working on other tabs.So a simple right click
activates the mini toolbar.If you want to go full screen at any time,Ctrl + Shift + F1, it gives us more
working space.Sometimes we're looking at a large list.That makes it fast and easierto see more data
for a while.We don't need to use the menu anyway.So we'll work with our data this way for a
while.Ctrl + Shift + F1 brings back the entire ribbon menu system.A subset of that by the way, if you
press Ctrl + F1,it hides the icons but it keeps the ribbon and tabs visible.So let me see what's
happening on Ctrl + F1.Tip number nine, format an entire column, not just the data.When you click a
column letter,then you get more useful stats in the status bar.So for example, if I click column C,right
now we're seeing datathat's readable down the status bar.By the way, you might not have all these
features present.If not, you can right click and fill inthe check marks here if you wish.You don't
necessarily have to have all these six checked,but it doesn't hurt to have them checked,but that's clear
in column Cbut I'm clicking column B and I'm seeing numbers down thereand they're a lot harder to
read.There are no commas in sight.Probably what happened is that these numberswere highlighted
and formattedand certainly nothing wrong with that.Then why would format this cell like this one?
Well, seemingly no real reason,but as I click column B,I'm finding it a little bit awkwardto read these
numbers down here.So why not format column B along with the entire column.Maybe I'll use the
comma button hereand then decrease the decimals.I've done this for the entire columnand you can
already see in the status bar,the numbers are a lot more readable now than they had been.Final tip,
tip number 10.If data is to be used in a chart,for example like this data right here,if it's surrounded by
empty cells and it is,or worksheet boundaries so up in row oneor over in column A for example.If it's
surrounded by empty cells or worksheet boundaries,there's no need to select those cells firstbefore
you create a chart.Now this assumes that I want all of these cellsto be used in the chart.Simply click
within them somewhereand the quick way to create a chart right on the worksheet,Alt + F1, and there
it is.Didn't have to highlight the data.Just clicked within it and we've got our chart.So, six tiny
tips.You've seen a lot of them perhapsin other movies in this course.They're easy to use.Use them on a
daily basis.Some of them you'll use a lot during the course of the day.

QUIZ

You creating a formula that multiplies C2 times E2. What must you do to make E2 an absolute address?

 After you type *E2, enclose it in parentheses.

 After you type *E2, select the F4 key.

 After you type *E2, select Enter.

CONCLUSION

Goodbye

- [Voiceover] After viewing this course,you might want to explore other Excel offeringsavailable at
lynda.comwhere you'll see an ever-growing list of courses available.If there's anything in this
coursethat you need more background on,you might want to check out someof my other Excel 2016
courses.Advanced Formulas and Functions,Essential Training, Charts in Depth,my weekly Excel Tips,
something new every Tuesday,Advanced Formatting Techniques,and many others.Revisit this site
often.There will additional courses coming up.I'm Dennis Taylor.Thank you for watching.